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Company Name : YMCA of Austin
Location : Austin, TX
Position : Executive Assistant to the President & CEO
Job Description : How you will contribute to our Purpose:
The YMCA of Austin is a dynamic, equitable force in the community that helps people of all backgrounds improve their total wellbeing and quality of life. Founded in 1953 and anchored in three Central Texas counties, the Y is a $40 million community enterprise that serves nearly 100,000 people annually through eight centers. We also provide afterschool education and care at more than 70 licensed campuses in four school districts. Unlike any other organization in the region, the Austin Y has the unique ability to welcome, educate and elevate all, and is committed to creating innovative programs, places…and people.
We believe that bringing together people with different perspectives and experiences is fundamental to developing and implementing innovative ideas. We invite and encourage anyone who wants to impact the community to apply.
In partnership with the President & CEO, you will be responsible for the following workstreams: calendar management- including scheduling and organizing meetings, board management- including communication, meeting management and record-keeping, administration- including processing expense reimbursements, travel arrangements, phone call screening and administrative support of special events and projects. This role will include frequent communication and interaction with senior-level staff, executives and leaders in the community who serve on the board, and external collaborators all in support the executive team’s objectives. This role requires a high level of professionalism and a demeanor that is representative of executive leadership. This is a full-time role based out the Association Offices with an optional hybrid work arrangement.
Salary: $60,000 – $75,000 per year, depending on experience
Rewards we offer you:
Full benefits package including Dental, Vision & Health Insurance
Up to 48 days of PTO over vacation, holidays, personal, and sick leave
Free Household Membership to facilities operated by the YMCA of Austin (worth $1,000 annually)
12% Employer-Funded Retirement Plan upon meeting eligibility
Learning and development workshops and trainings
Career advancement opportunities
What are the details?
Calendar & Meeting Management (50%)
Manage a complex calendar that includes internal and community meetings as well as cross-team collaboration and planning.
Arrange on-and off-site meetings, events, appointments for the CEO and provide supporting materials, schedule meals, set up technology as needed.
Manage calendar appointments for executive team meetings, prepare meeting agendas & take meeting notes utilizing MS365 applications.
Manage calendar appointments for board committees & task forces, assist in agenda preparation, note taking, preparation of meeting materials and follow-up as assigned by the CEO.
Enter and maintain relationship management records and details.
Manage business related travel needs including event registration, transportation, accommodations, reservations and itinerary preparation for the CEO, executive team members and/or board members.
Board Management (30%)
Manage calendar appointments for board meetings, assist in agenda preparation, minute taking, preparation of meeting materials and follow-up as assigned by the CEO.
Manage Zoom board meetings to ensure professional & productive meetings.
Process incoming and outgoing board members within internal systems.
Maintain up-to-date board roster and capture notes and actions in constituent relationship management system.
Support the Board Engagement & Policy Committee of the board by ensuring governance and compliance is followed in accordance with the organization’s bylaws.
Administration & Project Management (20%)
Track internal and external contacts and maintain CEO’s contact database.
Process CEO expenses and manage invoices for consultants.
Act as administrator for board management software (Boardable) including training new users and ensuring timely, accurate and complete information is included.
Receive and screen CEO telephone calls, ascertain callers’ needs and ensure prompt follow up.
Research and prepare materials for special projects including creating briefing sheets and presentations.
Assist with other administrative duties as assigned.
What you bring to the Purpose:
Education & Experience:
Bachelor’s degree preferred, but not required.
Minimum of five years of administrative experience.
Experience managing multiple calendars.
Experience working with Microsoft365 strongly preferred.
Experience working as part of an executive level team.
You’re an Excellent Time Manager – You are able to stay focused, complete tasks on time, prioritize work and create efficient workflows.
You’re Organized & Detail Oriented – You are able to juggle many tasks and large quantities of information by organizing your work and paying close attention to details.
You’re an Exceptional Communicator – You’re an expert at developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences.
You’re a “People Person” – You enjoy developing relationships with those inside and outside the organization. You are personable, yet know how to maintain boundaries and utilize discretion.
You’re a Positive Problem Solver – You respond positively to challenges and changes, work well independently and utilize the tools and information available to you to when presented with something new.
You’re Technically Savvy- You are current on technology trends, are comfortable working within a cloud-based environment and appreciate systems and tools that increase productivity.
You are Humble, yet Tenacious – You understand and appreciate your “behind the scenes” role. You enjoy helping others succeed. You hold true to your principles and maintain focused on your team’s shared goals.
The organization has reviewed this job description to ensure that essential functions and basic duties have been included. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills, and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. The YMCA of Austin provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws.
YMCA of Austin complies with applicable state and local laws governing non-discrimination in employment in every location in which we have employees. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
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