The Executive Assistant is responsible for the day-to-day administrative support of the C-Suite Leadership. Under the direction of the Chief Executive Team, this position provides comprehensive executive administrative support internally and externally, and acts as the liaison to Board Advisory Committees and others as assigned. This position will be privy to highly confidential and sensitive information and materials and must be able to manage information in a professional and private manner.

Essential Functions / Job Duties:

• Provides administrative assistance, such as preparing presentations in Word, Excel, and / or PowerPoint, conducting research for related materials on behalf of C-Suite leadership.
• Manages calendars and meetings, including sending reminders, event preparation and organizing catering, when necessary.
• Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting, analyzing, and proof-reading information, initiating telecommunications.
• Completes expense reports on behalf of C-Suite leadership.
• Organizes materials for all meetings including preparation of research, briefing / event memos, and related materials.
• Acts as a liaison with other Y departments, Y family centers, and outside agencies / companies at the highest executive level, (i.e., CEO’s, staff members, volunteers, executive assistants, etc.)
• Provides excellent customer service to all staff, board, volunteers, members, and guests.
• Maintains confidential, sensitive information and materials in a professional and private manner.
• Implements all work assignments required from the C-SUITE with a sense of urgency, including budget preparation, supply fulfillment, filing and assist with other specialized business functions within the Association as assigned.
• Works as a cohesive member of the Executive Assistant team with the day-to-day operations of Senior Management; ensuring proper coverage of Senior Management assistance and with events and projects as assigned.
• Other duties as assigned

Position Profile:

• Innate desire to provide excellent customer service.
• Enjoys interacting with individuals of all levels.
• Calm professional demeanor.
• Emotionally mature, able to initiate, conduct and navigate difficult conversations with individuals at all levels.

Qualifications, Skills, and Abilities / Position Requirements:

• Bachelor’s degree or comparable experience in related field.
• Minimum of five years of experience working in an Executive Assistant role supporting C-Level executives.
• Advanced proficiency in Microsoft Office (Word, Excel, and Power Point).
• Excellent communicator, able to interact with people of all levels in a confident and professional manner.
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Excellent people skills: ability to communicate with individuals at all levels.
• Ability to maintain confidentiality and manage sensitive situations.
• Excellent customer service skills.
• Team player with great attitude, judgement, and discretion.
• Must be meticulous individual, with outstanding organizational and follow up skills.
• Ability to multi-task, prioritize and exercise initiative.
• Ability to work independently and meet deadlines.
• Ability to function well in a high-paced and at times stressful environment.
• Ability to work flexible hours as dictated by the needs of the C-Suite leadership.
• Ability to anticipate and think outside of the box with a sense of urgency.
• Bi-lingual, English, and Spanish language, a plus.

As a condition of employment and a Drug-Free Workplace you will be required to submit to and satisfactorily clear a thorough Level II fingerprinting background screening and drug test.

Failure to complete the drug test will automatically disqualify you from employment. Please note Medical Marijuana cards do not exempt you from successfully passing your drug test.

The YMCA of South Florida is committed to the policy of Equal Opportunity prohibiting discrimination in the workplace because of race, color, religion, national origin, sexual orientation, political affiliation, age or disability.