{"schemaVersion":"jobsearcher.job.v1","id":"8d1643c1cede4068eb7891dc","url":"https://jobsearcher.com/jobs/8d1643c1cede4068eb7891dc","canonicalUrl":"https://jobsearcher.com/jobs/8d1643c1cede4068eb7891dc","title":"Executive Assistant","description":"Description:\nOUR CULTURE:\nOur mission and core values are brought to life by our culture. In the Y, we strive to live our cause of strengthening communities with purpose and intentionality every day. We are welcoming: we are open to all. We are a place where you can belong and become. We are genuine: we value you and embrace your individuality. We are hopeful: we believe in you and your potential to become a catalyst in the world. We are nurturing: we support you in your journey to develop your full potential. We are determined: above all else, we are on a relentless quest to make our community stronger beginning with you.\nPOSITION SUMMARY:\nUnder the direction of the President and Chief Executive Officer (CEO), the Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President & CEO. This role provides high-level administrative support to the CEO, ensuring the efficient operation of the executive office. The Executive Assistant to the CEO is a strategic partner, capable of managing a wide range of administrative and executive support tasks with a high level of professionalism, confidentiality, and discretion. This role requires exceptional organizational skills, attention to detail, and the ability to work effectively in a fast-paced environment. The ideal candidate will be proactive, highly organized and demonstrate excellent customer service.\nESSENTIAL FUNCTIONS:\nDirect Support to the President and CEO:\nRepresent the office of the CEO with the highest level of integrity, confidentiality, customer service, and professionalism when liaising with board members, senior leadership, donors, staff, volunteers, and National Y-USA staff.\nManage the CEO’s calendar, including scheduling meetings, travel arrangements, conferences, virtual meetings, and coordinating schedules with participants.\nCoordinate meeting logistics for internal and external meetings, ensuring all resources are prepared (room setup, virtual participants, AV, presenters, agenda, materials, etc.) This includes preparing agendas and recording minutes.\nProvide comprehensive travel management support, including preparing travel documents, itineraries, and detailed travel plans.\nPrepare materials and presentations for the CEO as needed for staff meetings, board of directors and committees. This may include conducting research and compiling data.\nSupport the Chief Officer group as directed by the CEO in coordinating key meetings and deliverables; provide administrative/project support as requested by the CEO.\nFinalize and process CEO expense reports and support annual budget preparation, securing necessary approvals in accordance with YMCA of South Hampton Roads and Y-USA compliance standards.\nOversee CEO mail management, including thank you messages and follow-up letters in a professional and timely manner.\nServes as a bridge for smooth communication between the President & CEO’s office and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management, board, and other staff.\nCommunicates directly, and on behalf of the President & CEO, with Board members, donors, and others, on matters related to the President & CEO’s priorities and initiatives\nPrioritizes conflicting needs. Handles matters expeditiously and proactively. Follows through on projects to successful completion, often with deadline pressures.\nEnsures that the President & CEO’s bio is kept updated and responds to requests for materials regarding the President & CEO and the organization in general.\nAssists, edits, and completes first drafts of written communications to select external stakeholders and submits to President & CEO for review/signature. Coordinates final reviews with the appropriate departments as appropriate.\nFollows up on contacts made by the President and supports the cultivation of ongoing relationships.\nConducts research (within skills and expertise) to assist with projects or inquiries.\nAssist with other special projects and initiatives as needed.\nAdditional special projects, duties, responsibilities as approved by the CEO.\nCorporate Board Support:\nServes as the President’s administrative liaison to the board of directors.\nSupports the President and the board by ensuring board minutes are accurately taken, reviewed, and finalized; meeting schedule and logistics are set; refreshments/meals, if needed, are provided; and materials are distributed in advance and in a timely manner.\nAssist board members with board meeting/retreat/conference travel arrangements, lodging, and meal planning as needed.\nMaintains discretion and confidentiality in relationships and information with all board members.\nIn direct support of the President & CEO, serves as a liaison to the Corporate Board and Chief Volunteer Officer, providing support for Corporate Board, Executive Committee, and Board Development Committee meetings, annual events and gifts.\nAdministers and maintains records of Corporate Board meetings, including coordination and posting of applicable documents (i.e. agenda, minutes, board packets, volunteer hours tracking); ensuring Board website is up to date\nInsurance and Compliance Support:\nProvide support in maintaining and renewing insurance policies\nLead completion of annual Worker Compensation Audit\nLead completion of Conflict of Interest annual training\nCoordinate collection of information for the Annual Report (Y-USA)\nProcess insurance claims and payments for liability, auto, property and other risk claims, as needed.\nHome Office Support:\nSupport Home Office team member appreciation through corporate sponsored external and internal events, stocking office refreshments, managing monthly birthday card distribution to exempt staff\nLead coordination Home Office furniture requests and office move coordination in partnership with the Director of Facilities.\nSupport office supplies requests, as needed.\nRequirements:\nYMCA CAUSE-DRIVEN LEADERSHIP COMPETENCIES:\nCommunication & Influence\nMission Advancement\nFunctional Expertise\nOperational Effectiveness\nCollaboration\nQUALIFICATIONS:\nA minimum of 5 years (or similar) of administrative experience or in a similar role.\nStrong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.\nAbility to work independently on various projects, from conception to completion, handling a wide variety of activities and confidential matters with discretion.\nStrong judgement and organizational skills.\nExperience and interest in internal and external communications, and ability to build strong positive working relationships.\nExpert-level written and verbal communication skills.\nMust display a professional, courteous, and positive demeanor at all times, demonstrating excellent customer service skills.\nAbility to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client serve and response.\nProfessional executive presence is preferred.\nMust possess advanced knowledge and experience using Microsoft Office Suites, including Word, Excel, PowerPoint, Google Docs, Google Mail, and Adobe Acrobat Pro.\nMust possess excellent analytical, problem-solving, organizational and time management skills.\nMust possess a proven track record of maintaining confidentiality.\nPREFERRED ATTRIBUTES:\nA bachelor’s degree or equivalent work experience.\nComplete required certifications within 60 days of hire. For example: CPR/AED and First Aid\nA self-starter with the ability to work independently.\nExcellent interpersonal skills; ability to joyfully and effectively communicate, collaborate, and work with a diverse team of individuals at all levels of an organization, both inside and outside the YMCA.\nStrong ability to multi-task and the capacity to constantly re-prioritize and make sound judgments to meet deadlines.\nCreative problem-solver with an unwavering work ethic, sense of purpose, sense of humor, and exceptionally dependable.\nIs committed to excellence.\nWORKING CONDITIONS:\nSubject to frequent interruptions\nWill be in contact with all levels of staff, board members, guests, vendors, business associates, applicants, and visitors\nMust be able to work beyond normal working hours in order to serve the needs of internal customers, weekends and holidays as needed for early morning meetings, extended weekday meetings/training or weekend training/meetings\nPHYSICAL REQUIREMENTS:\nMay be required to walk, stand, kneel, and stoop\nContinuous operations requiring attention to detail and multi-tasking\nMust be able to lift, pull, and move up to 50 pounds\nMust be able to stand or sit for long periods of time\nACCOUNTABILITY:\nAccountable for completion of assigned goals as measured by the number of people served, cause-driven measures, service satisfaction scores, operating results, and supervisor evaluation of assigned duties. Continuation of employment is contingent upon receipt of satisfactory results to meet the minimum requirements of the position. The requirements may include background checks, drug tests, driver’s license records, CPS, and/or criminal background checks. Additional driver's license checks, CPS, criminal background checks, alcohol, and/or drug testing may be required to be processed in the future in order to meet and/or maintain the requirements of this position.","company":"YMC","rawCompany":"ymc","city":"Chesapeake","state":"VA","isRemote":false,"isActive":false,"createdAt":"2026-07-16T17:59:02.290Z","occupations":[{"code":"43-6011.00","title":"Executive Secretaries and Executive Administrative Assistants","slug":"executive-secretaries-and-executive-administrative-assistants"},{"code":"43-6014.00","title":"Secretaries and Administrative Assistants, Except Legal, Medical, and Executive","slug":"secretaries-and-administrative-assistants-except-legal-medical-and-executive"},{"code":"43-9199.00","title":"Office and Administrative Support Workers, All Other","slug":"office-and-administrative-support-workers-all-other"}],"industries":[{"code":"921110","title":"Executive Offices","slug":"executive-offices"},{"code":"813410","title":"Civic and Social Organizations","slug":"civic-and-social-organizations"},{"code":"624110","title":"Child and Youth Services","slug":"child-and-youth-services"}],"jobPosting":{"@context":"https://schema.org","@type":"JobPosting","title":"Executive Assistant","description":"Description:\nOUR CULTURE:\nOur mission and core values are brought to life by our culture. In the Y, we strive to live our cause of strengthening communities with purpose and intentionality every day. We are welcoming: we are open to all. We are a place where you can belong and become. We are genuine: we value you and embrace your individuality. We are hopeful: we believe in you and your potential to become a catalyst in the world. We are nurturing: we support you in your journey to develop your full potential. We are determined: above all else, we are on a relentless quest to make our community stronger beginning with you.\nPOSITION SUMMARY:\nUnder the direction of the President and Chief Executive Officer (CEO), the Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President & CEO. This role provides high-level administrative support to the CEO, ensuring the efficient operation of the executive office. The Executive Assistant to the CEO is a strategic partner, capable of managing a wide range of administrative and executive support tasks with a high level of professionalism, confidentiality, and discretion. This role requires exceptional organizational skills, attention to detail, and the ability to work effectively in a fast-paced environment. The ideal candidate will be proactive, highly organized and demonstrate excellent customer service.\nESSENTIAL FUNCTIONS:\nDirect Support to the President and CEO:\nRepresent the office of the CEO with the highest level of integrity, confidentiality, customer service, and professionalism when liaising with board members, senior leadership, donors, staff, volunteers, and National Y-USA staff.\nManage the CEO’s calendar, including scheduling meetings, travel arrangements, conferences, virtual meetings, and coordinating schedules with participants.\nCoordinate meeting logistics for internal and external meetings, ensuring all resources are prepared (room setup, virtual participants, AV, presenters, agenda, materials, etc.) This includes preparing agendas and recording minutes.\nProvide comprehensive travel management support, including preparing travel documents, itineraries, and detailed travel plans.\nPrepare materials and presentations for the CEO as needed for staff meetings, board of directors and committees. This may include conducting research and compiling data.\nSupport the Chief Officer group as directed by the CEO in coordinating key meetings and deliverables; provide administrative/project support as requested by the CEO.\nFinalize and process CEO expense reports and support annual budget preparation, securing necessary approvals in accordance with YMCA of South Hampton Roads and Y-USA compliance standards.\nOversee CEO mail management, including thank you messages and follow-up letters in a professional and timely manner.\nServes as a bridge for smooth communication between the President & CEO’s office and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management, board, and other staff.\nCommunicates directly, and on behalf of the President & CEO, with Board members, donors, and others, on matters related to the President & CEO’s priorities and initiatives\nPrioritizes conflicting needs. Handles matters expeditiously and proactively. Follows through on projects to successful completion, often with deadline pressures.\nEnsures that the President & CEO’s bio is kept updated and responds to requests for materials regarding the President & CEO and the organization in general.\nAssists, edits, and completes first drafts of written communications to select external stakeholders and submits to President & CEO for review/signature. Coordinates final reviews with the appropriate departments as appropriate.\nFollows up on contacts made by the President and supports the cultivation of ongoing relationships.\nConducts research (within skills and expertise) to assist with projects or inquiries.\nAssist with other special projects and initiatives as needed.\nAdditional special projects, duties, responsibilities as approved by the CEO.\nCorporate Board Support:\nServes as the President’s administrative liaison to the board of directors.\nSupports the President and the board by ensuring board minutes are accurately taken, reviewed, and finalized; meeting schedule and logistics are set; refreshments/meals, if needed, are provided; and materials are distributed in advance and in a timely manner.\nAssist board members with board meeting/retreat/conference travel arrangements, lodging, and meal planning as needed.\nMaintains discretion and confidentiality in relationships and information with all board members.\nIn direct support of the President & CEO, serves as a liaison to the Corporate Board and Chief Volunteer Officer, providing support for Corporate Board, Executive Committee, and Board Development Committee meetings, annual events and gifts.\nAdministers and maintains records of Corporate Board meetings, including coordination and posting of applicable documents (i.e. agenda, minutes, board packets, volunteer hours tracking); ensuring Board website is up to date\nInsurance and Compliance Support:\nProvide support in maintaining and renewing insurance policies\nLead completion of annual Worker Compensation Audit\nLead completion of Conflict of Interest annual training\nCoordinate collection of information for the Annual Report (Y-USA)\nProcess insurance claims and payments for liability, auto, property and other risk claims, as needed.\nHome Office Support:\nSupport Home Office team member appreciation through corporate sponsored external and internal events, stocking office refreshments, managing monthly birthday card distribution to exempt staff\nLead coordination Home Office furniture requests and office move coordination in partnership with the Director of Facilities.\nSupport office supplies requests, as needed.\nRequirements:\nYMCA CAUSE-DRIVEN LEADERSHIP COMPETENCIES:\nCommunication & Influence\nMission Advancement\nFunctional Expertise\nOperational Effectiveness\nCollaboration\nQUALIFICATIONS:\nA minimum of 5 years (or similar) of administrative experience or in a similar role.\nStrong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.\nAbility to work independently on various projects, from conception to completion, handling a wide variety of activities and confidential matters with discretion.\nStrong judgement and organizational skills.\nExperience and interest in internal and external communications, and ability to build strong positive working relationships.\nExpert-level written and verbal communication skills.\nMust display a professional, courteous, and positive demeanor at all times, demonstrating excellent customer service skills.\nAbility to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client serve and response.\nProfessional executive presence is preferred.\nMust possess advanced knowledge and experience using Microsoft Office Suites, including Word, Excel, PowerPoint, Google Docs, Google Mail, and Adobe Acrobat Pro.\nMust possess excellent analytical, problem-solving, organizational and time management skills.\nMust possess a proven track record of maintaining confidentiality.\nPREFERRED ATTRIBUTES:\nA bachelor’s degree or equivalent work experience.\nComplete required certifications within 60 days of hire. For example: CPR/AED and First Aid\nA self-starter with the ability to work independently.\nExcellent interpersonal skills; ability to joyfully and effectively communicate, collaborate, and work with a diverse team of individuals at all levels of an organization, both inside and outside the YMCA.\nStrong ability to multi-task and the capacity to constantly re-prioritize and make sound judgments to meet deadlines.\nCreative problem-solver with an unwavering work ethic, sense of purpose, sense of humor, and exceptionally dependable.\nIs committed to excellence.\nWORKING CONDITIONS:\nSubject to frequent interruptions\nWill be in contact with all levels of staff, board members, guests, vendors, business associates, applicants, and visitors\nMust be able to work beyond normal working hours in order to serve the needs of internal customers, weekends and holidays as needed for early morning meetings, extended weekday meetings/training or weekend training/meetings\nPHYSICAL REQUIREMENTS:\nMay be required to walk, stand, kneel, and stoop\nContinuous operations requiring attention to detail and multi-tasking\nMust be able to lift, pull, and move up to 50 pounds\nMust be able to stand or sit for long periods of time\nACCOUNTABILITY:\nAccountable for completion of assigned goals as measured by the number of people served, cause-driven measures, service satisfaction scores, operating results, and supervisor evaluation of assigned duties. Continuation of employment is contingent upon receipt of satisfactory results to meet the minimum requirements of the position. The requirements may include background checks, drug tests, driver’s license records, CPS, and/or criminal background checks. Additional driver's license checks, CPS, criminal background checks, alcohol, and/or drug testing may be required to be processed in the future in order to meet and/or maintain the requirements of this position.","datePosted":"2026-07-16T17:59:02.290Z","dateModified":"2026-07-16T17:59:02.290Z","hiringOrganization":{"@type":"Organization","name":"YMC","sameAs":"https://jobsearcher.com"},"jobLocation":{"@type":"Place","address":{"@type":"PostalAddress","addressLocality":"Chesapeake","addressRegion":"VA","addressCountry":"US"}},"identifier":{"@type":"PropertyValue","name":"JobSearcher","value":"8d1643c1cede4068eb7891dc"},"url":"https://jobsearcher.com/jobs/8d1643c1cede4068eb7891dc"}}