Job Overview:
We are seeking an experienced Executive Assistant to provide high-level administrative support to the CEO. The ideal candidate will be highly organized, detail-oriented, and able to handle confidential information with discretion.

Responsibilities:
1. Thinks, communicates, and behaves as a cause-driven leader and role model for other staff and members regarding desired staff behaviors; promotes youth development, healthy living, and social responsibility in all job-related functions.

2. Assists the CEO by: providing administrative support, monitoring their email, maintaining their calendar, including scheduling and setting up meetings, answering and maintaining phone calls/messages, appointments, and travel arrangements; reconciling corporate expenditures; and recording bi-weekly benefit time usage.

3. Manages CEO platform: Coordinates preparation and documents for CEO’s schedule ranging from donor visits, public stakeholders, and internal partners to events, award ceremonies, media interviews and others. This includes agendas, PowerPoints, scripting, and letters, involving coordination with communications and development teams, among others.

4. Provides administrative and clerical support, including composing written communication from key ideas for signature, maintaining current files of highly confidential information and reports, and assuming responsibility for research and development as needed.

5. Coordinates Board and Committee meetings, including Executive, Finance, Governance, and Board Action Teams. Responsibilities include generation of meeting notices and meeting materials; tracking of responses, meeting minutes, food/beverage provision, and any audio/video needs; maintenance of rosters and resolutions for board and directors’ meetings; and acting as custodian of corporate documents and records. Maintains individual records for Policy and Past Policy Volunteers. Maintains an open line of communication with the Board Chair, Officers, and members of the Board and related committees.

6. Attends meetings when requested by the CEO and types correspondence, reports, takes minutes and notes, and makes reports, when appropriate.

7. Tracks the CEO’s assignments, and when the CEO is the leader, makes sure others fulfill assignments.

8. Schedules and organizes meetings, conferences, and events, including preparing agendas, exhibits, food and room arrangements, invitations, etc. Makes travel arrangements and reservations when needed.

9. Manages functions of community involvement, which are selected as the CEO’s responsibilities.

10. Establishes relationships with Y-USA personnel, community/government leaders, and other individuals key to the CEO to enhance their role in the community.

11. Coordinates and manages the registration and all travel-related details as directed by the CEO for Y staff, volunteers, and/or applicants who are attending local and nationwide conferences including hotel, air and ground transportation and special events; reconciles corporate expense accounts with the Accounting Team. Negotiates solutions with vendors when differences occur.

12. Assists with Association Special Events by creating/sending invitations; planning menus; working with event staff regarding room set-up, table arrangements, seating charts and audio/visual needs; tracking RSVPs and preparing written materials for events.

13. Manages, processes and maintains a log of internal and external requests for charitable donations to be used as raffle and/or auction items to benefit other charitable causes.

14. Organizes and operates designated office spaces in a neat and efficient manner. This includes, but is not limited to, answering, screening, and directing telephone calls; filing; making copies; typing/ sending faxes, email, and other correspondence; opening/distributing mail; notarizing documents; maintaining document storage and retrieval system; and providing administrative assistance as required.

15. Adheres to policies related to boundaries with youth. Participates in required abuse risk management training. Reports suspicious and inappropriate behaviors. Follows mandated abuse reporting requirements. Adheres to job specific abuse risk management responsibilities.

16. Ability to work effectively with diverse groups and viewpoints from all social and economic segments of the organization and community. A commitment to diversity, equity, inclusion, and anti-racism is expected from our staff.

17. Performs other duties as assigned.

Experience:

• Associate degree (A. A.) or equivalent from a two-year college or technical school; or six months to one year related experience and/or training; or equivalent combination of education and experience;
• Advanced proficiency in the use of Microsoft software (Word, Excel), Gmail, Google Calendar, database programs, and electronic communication technology is needed;
• YMCA Team Leader certification; if not certified, must obtain certification within 12 months. Team leader certification requires: Principles and Practices; Introduction to Volunteerism; Introduction to Leading Others; Introduction to Fiscal Management; Leadership competency assessment; Team Leader Certification Test.
• Passionate belief in the Y’s cause of nurturing the potential of all youth, supporting healthy living for all people and finding ways to help and support our neighbors.
• Understanding of the nature and purpose of the YMCA and the respective roles of volunteers and staff.
• Ability to relate effectively to diverse groups of people from all social and economic segments of the community.
• Proven track record of developing authentic relationships with others.
• Proven experience as an Executive Assistant or similar administrative role.
• Ability to foster a collaborative team approach to solving challenging situations.
• Strong organizational skills with the ability to prioritize tasks.
• Data entry skills with a high degree of accuracy.

This position offers the opportunity to work closely with the CEO in a dynamic environment. If you have a passion for providing top-notch administrative support and thrive in a fast-paced setting, we encourage you to apply.

Job Type: Full-time

Pay: $37,000.00 - $45,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Experience:

• Microsoft Excel: 1 year (Required)
• Microsoft Powerpoint or Canva: 1 year (Required)

Ability to Commute:

• Ocean Springs, MS 39564 (Required)

Ability to Relocate:

• Ocean Springs, MS 39564: Relocate before starting work (Required)

Work Location: In person