Executive Assistant

The West Suburban YMCA is searching for our next Executive Assistant!

Job Description

We’re looking for an Executive Assistant who’s organized, proactive, and brings both heart and professionalism to everything they do. You thrive on keeping our leadership team on track, managing details with integrity, and ensuring that every interaction reflects the high standards of our organization. Do you enjoy coordinating meetings, planning events, and juggling multiple priorities- all while maintaining a calm, polished presence? At the West Suburban Y, we know that strong, professional support for our leaders powers our mission and makes a difference in the community every day- and that starts with YOU.

The Executive Assistant plays an essential role in supporting the CEO, Board Chair, and executive leadership team (COO, CFO, CHRO, CDO), ensuring smooth operations and effective communication across the organization. This position requires strong discretion, initiative, and the ability to manage multiple tasks with care and professionalism. We are seeking someone who is organized, resourceful, and experienced in executive-level support, with the ability to anticipate needs, solve problems independently, and uphold a high standard of service that reflects the mission and values of the YMCA.

Qualifications

• Bachelor’s degree in Business Administration, Communications, Human Resources, or a related field (preferred but not required).
• Three or more years of proven experience as an executive assistant or in a senior administrative role supporting high-level executives, preferably in a nonprofit setting.
• Exceptional organizational and time-management skills with the ability to manage multiple priorities simultaneously.
• Proficient in all standard business software, Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and calendar management software.
• Strong business writing, editing, and proofreading skills, with the ability to prepare clear, professional correspondence, reports, and executive communications.
• Experience coordinating meetings, events, and large-scale organizational initiatives.
• Committing to support and further our equity-centered work as an organization. Actively supports the executive team in all DEIB efforts.
• Knowledgeable about office processes and procedures.
• Able to identify and address the needs of senior team and perform administrative tasks to ensure our organization’s workflow runs smoothly.
• Ability to work with high level of integrity, discretion and a professional presentation and approach.
• Detail-oriented, proactive, and solution-focused. Adaptable and able to thrive in a fast-paced executive environment.
• Prefer knowledge of and previous experience with diverse populations (language, culture, race, physical and mental ability, etc.).
• Ability to relate effectively to diverse groups of people from all social and economic segments of the community.
• Flexibility with days and hours as needed at certain events and activities.
• Ability to speak any language in addition to English may be helpful.
  
  

Essential Functions

• Manages the CEO’s schedule as well as schedules for assigned executive staff (if needed). Includes scheduling meetings, coordinating logistics, arranging travel and preparing expense reports.
• Exercises a high level of discretion, confidentiality, and independent judgement in handling sensitive information correspondence and executive and Board records.
• Serves as the primary point of contact for the CEO’s office, greeting visitors, directing inquiries and managing incoming calls and communications. Ensures the executive office area is consistently organized, clean and presentable at all times, reflecting the professionalism of the CEO and leadership team.
• Prepares communications for meeting agendas, minutes, briefing materials, and supporting documents for the Board of Directors, Finance Committee and other leadership groups.
• Coordinates meeting logistics (space set-up, technology, supplies, refreshments, etc.) for meetings for CEO or Senior Team.
• Actively supports the organization’s DEIB commitments by modeling equity, diversity, inclusion, and belonging in daily work. Recommend and helps implement strategies and initiatives that advance the organization’s diversity goals.
• Coordinates meeting logistics for executive leadership, Board committees, internal teams, community partners, and public officials, including space setup, technology, supplies, and refreshments.
• Prepares and coordinates meeting logistics, including gathering necessary supplies, arranging refreshments, and organizing agendas and supporting documents. Manages materials and catering for monthly staff meetings, events, and trainings. Oversees setup and breakdown for all meetings.
• Coordinates arrangements for meetings of various committees, task forces, public officials and groups. Prepares and sends calendar invites and emails with necessary details.
• Maintains computer databases for various reports (i.e. annual Y USA report), committees, CEO Stewardship, mailings, Secretary of State filings.
• Coordinates annual schedules for Board of Directors and management meetings.
• Maintains organizational chart(s) and employee directory.
• Assists in the preparation and organization of the WSY Annual Meeting held each May. Support with event setup, coordination, and day-of execution.
• Gathers data, compiles and prepares all national statistical and assigned strategic plan reports.
• Orders organizational wide office supplies weekly, as well as distributes appropriately to correct employees.
• Learns company systems (SGA, CCC, Quickbooks) and helps to process administrative POs, credit card reconciliations and submitting monthly credit card reports for senior team, etc.
• Responsible for the organization of the Staff Lounge, i.e. Staff Mailboxes, stocking paper and ink supplies for copier, fax machine, postage meter, stocking coffee, distributing mail.
• Provides administrative support to the Development Department, including accurately entering and processing donations, maintaining donor records, and generating reports to support fundraising and engagement efforts.
• Maintain and coordinate updates to WSY plaques with yearly recipients.
• Acts as back-up to HR Associate to receive and coordinate volunteer applications. Assign volunteers to departments and coordinate schedules. Cross trains with Human Resources Associate on Human Resources administrative tasks (background checks, online training checks, onboarding activities).
• Assists in planning and coordinating staff appreciation events, including preparing event materials, managing communications, collecting RSVPs, and supporting food and logistical arrangements.
• Newton Corner Place Liaison
• Work with NCDF and NHA when needed.
• Direct resident inquiries to appropriate staff member.
• Processes receipts for rent payments.
• Mail delivery to residents/mailboxes.
• Provides support when needed to administration departments including Accounting, Human Resources and Operations.
• Cross trains with finance and human resources departments with certain tasks to ensure superior customer service with members, staff and volunteers.
• Demonstrates a team-oriented approach by providing support across the organization as needed, which may include assisting in break coverage in preschool classrooms, accompanying staff on van routes, or helping with other operational tasks to ensure smooth daily operations.
• Post, as needed or instructed, to executive team’s WSY social media pages.
• This position typically holds business hours, except for executive meetings/events which are occasionally held early morning, evenings and some weekends.
• Special Projects as assigned.
  
  

Required Certifications

CPR and First Aid within 30 days.