Executive Assistant

Why Your Role Matters

The Executive Assistant plays a pivotal role in the organization, serving as a partner to the Chief Development Officer. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters. This role is essential for ensuring the Chief Development Officer is briefed and prepared for all meetings and events, orchestrating the executive schedule, managing communications, coordinating high-impact meetings and events, and managing department activities with precision and discretion.

This position is based in Austin, TX. The standard schedule includes on-site work Tuesday through Thursday, with the flexibility to work remotely on Mondays and Fridays.

How You Will Make an Impact

• Take charge of a dynamic and intricate calendar, including internal and community meetings, ensuring seamless coordination and alignment with organizational priorities.

• Lead the planning and execution of on-site and off-site meetings and high-impact events, including preparation of comprehensive materials, coordination of meals, and advanced setup of necessary technology.

• Design and manage detailed agendas for meetings, utilizing MS365 and especially, Microsoft Teams, and other advanced tools to ensure productive and strategic discussions.

• Support the management of strategic partnership records, leveraging CRM systems to maintain accurate and strategic contact information while ensuring capture of meeting notes in the contact record.

• Manage travel arrangements for executive, ensuring efficiency, accuracy, and seamless logistics for individual and group travel.

• Provide support in managing unexpected changes or urgent issues that may arise, ensuring minimal disruption to the executive's schedule and organizational operations.

• Directly manage, screen, prioritize and respond to email and phone communications, effectively managing urgent matters and ensuring prompt follow-up.

• Handle and prioritize confidential correspondence, including drafting and responding to sensitive emails and letters on behalf of the Executive.

• Lead research and preparation of materials for meetings and high-priority projects, including crafting briefing sheets and presentations (utilizing PowerPoint and Keynote) that support communications and executive decision-making.

• Serve as a liaison between the Executive and external stakeholders, ensuring effective communication and prompt resolution of inquiries or issues.

• Spearhead the logistics and strategic coordination for board meetings, including crafting agendas, capturing actionable minutes, driving follow-up tasks with strategic insight, and preparing detailed meeting materials to drive effective governance.

• Manage and facilitate board meetings, ensuring a high standard of professionalism, operational efficiency, and technological proficiency.

• Monitor committee activities within internal systems, maintaining an accurate and current board roster while capturing essential notes and actions.

• Manage and oversee expenses, ensuring accuracy and adherence to budgetary constraints.

• Take on special projects as needed, such as organizing organizational initiatives, leading cross-departmental collaborations, or managing confidential research and reporting.

• Take on additional administrative and project management duties as assigned, demonstrating advanced problem-solving abilities and strategic foresight.

What You Bring to the Y

• Minimum of 3-6 years of experience as an Executive Assistant with a proven track record of supporting senior executives and managing complex, high-stakes tasks.

• Bachelor's degree in business administration, Management, or a related field preferred.

• Demonstrated capability to manage complex, high-level schedules, coordinate strategic meetings, and handle sensitive information with discretion and professionalism.

• Outstanding organizational, communication, and strategic problem-solving skills.

• Proven ability to manage high-profile business-related travel, events, and executive-level correspondence with strategic precision.

• You are Organized & Productive – You are an expert at planning projects and timelines and imparting those organizational needs to others to drive results.

• You Cultivate Innovation – You are adept at creating new and better ways for the organization to be successful.

• You are an Exceptional Communicator – You are an expert at developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences.

• You Posses Organizational Savvy – You know how to maneuver comfortably through complex policy, process, and people-related organizational dynamics.

• You are Tech Savvy - You are an expert in MS365 applications, including advanced functionalities in Word, Excel, PowerPoint, Teams and Outlook, and are continually developing your tech skills.

• You are action-oriented and focus on results - You easily take on new opportunities and challenges with a sense of urgency and a solutions-oriented mindset. You have a record of consistently achieving results.

• You Build Networks –You effectively build formal and informal relationships inside and outside the organization. You're an Excellent Time Manager – You are able to stay focused, complete tasks on time, prioritize work, and create efficient workflows.

• 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 when presented with something new.

• 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 focus on your team's shared goals.

Physical Requirements:

While performing the duties of this job, the employee is regularly required to sit, stand, walk, bend, talk, and occasionally lift and/or move items, including equipment, furniture, and/or children. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Req Benefits:

Our mission isn't just a statement-it's a guiding force that shapes our actions every day. Rooted in our unwavering commitment to serving our community and esteemed team members, our mission is a true way of life. We're passionate about fostering health and wellness for all, and we're truly excited to introduce the following comprehensive benefits package that has been thoughtfully designed to prioritize your well-being.

• Health Insurance: We provide comprehensive health coverage, including medical, dental, and vision plans, to ensure the well-being of our employees.
• Retirement Savings Plan: We offer a 12% employer-funded retirement plan upon meeting eligibility, empowering employees to plan for their future.
• Paid Time Off: Work-life integration is important to us, which is why we provide up to 48 days of paid time off over vacation, holidays, and sick leave.
• Additional Perks: Free household membership to facilities operated by the Greater Austin YMCA, which is worth $1,000 annually.

Compensation: $65,000 - $75,000 per year, DOE
Additional Details :

The Greater Austin YMCA is a nonprofit community enterprise with a purpose of elevating quality of life in central Texas by boldly expanding access for all children, adults, families and seniors in our dynamically growing community. Founded in 1953 and anchored in three Central Texas counties, the Y has served close to 500,000 people and provided more than $30M in financial assistance and program subsidies over the past 10 years. We operate 8 community centers and Camp Moody along with 6 early childhood education centers, 60 afterschool programs on school campuses in four districts, and 20 summer camps, with 1500 staff team members, 1000 volunteers, and a $48M annual operating budget.

Additional Information:

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 Greater Austin YMCA 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. Greater Austin YMCA 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.