Director of External Engagements

PURPOSE OF POSITION

The Director of External Engagements is a key strategic partner to the President & CEO, responsible for ensuring the CEO is fully prepared, informed, and supported for all external meetings, events, and public engagements. This highly relational, detail-oriented position provides comprehensive coordination, communication support, and follow-through for interactions with community leaders, donors, corporate partners, elected officials, and other key stakeholders. The Director works closely with the CEO’s Executive Assistant, the Philanthropy Department, and internal leadership teams to gather information, develop presentations and talking points, manage event logistics, and steward relationships before and after engagements. The ideal candidate anticipates the needs several steps ahead, is highly organized, technologically proficient, and excels in representing the CEO and YMCA with professionalism, accuracy, and integrity.

Executive Engagement Support

• Ensure the CEO is fully prepared for all external engagements, including meetings, presentations, panels, community events, donor visits, media opportunities, and partner meetings.
• Develop high-quality talking points, briefing documents, presentation materials, speeches, and slide decks tailored to each audience.
• Conduct research and gather background information from internal departments and external partners to provide comprehensive preparation materials.
• Anticipate CEO needs well in advance and ensure all logistics, assets, and information are ready without prompting.

Event & Meeting Coordination

• Manage the full preparation process for all external CEO engagements, including logistics, agendas, travel details, materials, and hospitality.
• Coordinate onsite needs for CEO events to ensure seamless execution and professional representation.
• Work closely with the CEO’s Executive Assistant to align calendars, travel, priorities, and preparation timelines.

Follow-Up & Stewardship

• Lead post-engagement follow-up including written communication, thank-you notes, next-step documentation, and gift acknowledgments.
• Maintain high-level stakeholder stewardship to ensure ongoing and meaningful relationship-building with donors, partners, and community influencers.
• Track commitments, deliverables, and follow-up tasks generated during CEO engagements to ensure timely completion.

Stakeholder & Relationship Management

• Serve as an extension of the CEO in interacting with key leaders, partners, donors, board members, and elected officials.
• Support stewardship strategies in collaboration with the Philanthropy team to strengthen donor relationships and advance fundraising opportunities.
• Build trust with internal leaders to collect information, align messaging, and accurately represent YMCA initiatives.

Communication & Presentation Support

• Draft high-quality written communications for the CEO, including remarks, letters, summaries, statements, and official messaging.
• Create professional, visually compelling slide decks and presentations using PowerPoint, Canva, or similar tools.
• Ensure communication materials align with YMCA mission, brand standards, and organizational priorities.

Cross-Functional Coordination

• Collaborate with the Philanthropy Department to support donor meetings, cultivation strategies, and fundraising events.
• Coordinate with internal departments to gather program updates, data, and impact information needed to prepare the CEO.
• Partner with Marketing & Communications to align messaging, storytelling, and visual assets.

Planning, Systems, & Organization

• Maintain a forward-looking preparation system that ensures the CEO’s external schedule is supported weeks in advance.
• Develop briefing templates, checklists, and organizational tools that improve preparation processes and consistency.
• Track and archive presentations, talking points, and meeting materials for future use.

Other Responsibilities

• Represent the CEO with professionalism, accuracy, and confidentiality at all times.
• Support special projects and high-level initiatives requiring CEO involvement.
• Perform all other duties as assigned by the President & CEO.

• Bachelor’s degree required; Master’s degree preferred (Communications, Nonprofit Administration, Public Relations, Business, or related field).
• 5–10 years of experience in executive support, external relations, communications, or stakeholder engagement (nonprofit or public-sector experience preferred).
• Exceptional writing, editing, and communication skills.
• High proficiency in slide design, Microsoft Office, Canva, and digital communication platforms.
• Strong relationship-building skills and ability to interact confidently with high-level stakeholders.
• Outstanding organizational skills with demonstrated ability to anticipate needs, manage details, and execute multiple priorities.
• Ability to handle confidential information with integrity and discretion.
• Strong alignment with the mission and values of the YMCA.