Executive Assistant

Job Title: Executive Assistant Department: Administration Classification: Non-exempt, Full time Job Grade: 7 Reports to: Chief Executive Officer A RELEVANT COVER LETTER AND RESUME MUST BE UPLOADED WITH YOUR APPLICATION TO BE CONSIDERED FOR THIS POSITION. Our Culture Our 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. Position Summary This position supports the work of the Y, a leading nonprofit, charitable organization committed to strengthening community through youth development, healthy living and social responsibility. The Administrative Assistant at the Eugene Family YMCA intentionally fosters a cause-centered culture that is welcoming, genuine, hopeful, nurturing, and determined. The position provides high-level administrative support to the Chief Executive Officer (CEO) and internal committee chairs. Essential Functions Coordinates and makes arrangements for meetings of various committees, task forces, and staff groups, including gathering and disseminating agendas and prep material, reserving and setting up meeting spaces, sending invitations and reminders, and purchasing and setting out snacks Provides strategic leadership and coordination for various Y-sponsored events and activities. Will modify schedule as needed in order to support events and activities that, on rare occasions, occur in the evenings or on weekends. Attends and takes detailed minutes of core committee and council meetings attended by the CEO and senior leaders. Tracks all action items, following up and supporting leaders in keeping key projects moving forward to completion. Coordinates with cross-discipline team members to make sure that all parties are on track with project requirements, deadlines, and schedules. Prepares status reports by gathering, analyzing, and summarizing relevant data and information. Gathers data, compiles and prepares various key performance indicators. Assists with preparation of presentation materials and reports. Maintains computer databases for various councils, committees, and projects. Researches, gathers data, compiles and prepares all required materials for special projects of the CEO or committees. Writes clearly and concisely, using correct grammar, vocabulary, and appropriate tone for the message or audience. Maintains highly confidential executive and board files and correspondence. Uses emotional maturity, poise, discretion and independent judgment in handling confidential and sensitive information in connection with the responsibilities of the CEO and internal committee chairs. Uses advanced level skills in various common business software programs (Word, Excel, PowerPoint, Canva, Publisher, Adobe, etc.) to draft, edit, fine tune and polish documents, reports and presentations. Provides resources, removes barriers, and acts as an advocate for the CEOs change efforts. Regulates behavior based on assessment of situation, personal feelings, strengths, and limitations; uses discretion and independent judgment in handling confidential and sensitive information in connection with the CEOs responsibilities. Complete all required trainings as assigned by supervisor, by scheduled due date. If required to drive while on duty (either your own vehicle or a Y-owned vehicle), must maintain a current, valid Oregon drivers license, a DMV driving record that meets YMCA standards, and evidence of insurability throughout entire term of employment. Other duties as assigned. Work Environment & Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use a computer for extended periods of time and be able to communicate using a computer and phone/smart device. The employee frequently is required to sit and reach, and must be able to move around the work environment. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust. The noise level in the work environment is usually moderate. Employee Benefits & Discounts Careers | Eugene Family YMCA (eugeneymca.org) The Eugene Family YMCA is an Equal Employment Opportunity Employer. The Eugene Family YMCA is committed to creating an environment of mutual recognition where equal employment opportunities are available to all applicants and teammates without regard to race, color, religion, sex, pregnancy (including childbirth, lactation and related medical conditions), national origin, age, physical and mental disability, marital status, sexual orientation, gender identity, gender expression, genetic information (including characteristics and testing), military and veteran status, and any other characteristic protected by applicable law. The Y believes that diversity, inclusion, and a sense of purpose and belonging in the workplace are critical to the achievement of our mission. We seek to recruit, develop, and retain the most talented people from a diverse candidate pool. If you need assistance or an accommodation due to a disability, you may complete the ADA Accommodation Request Form; or contact us at hr@eugeneymca.org or 541-686-9622, ext. 246. The Y: We're for youth development, healthy living, and social responsibility. Minimum Qualifications Four and a half (4-) or more years of experience working as an administrative assistant or coordinator or as an assistant to high level executives or administrators Advanced level proficiency in all standard business software, including Microsoft Office Suite (Outlook, OneDrive, SharePoint, Word, Excel, and PowerPoint) and Adobe Previous experience developing and improving office processes and procedures Previous experience coordinating complex projects with multiple stakeholders Previous experience drafting and editing organizational communications sent out from executive leaders Preferred Qualifications Bachelor's degree in business, communications, a social science or other relevant field Previous experience working at a YMCA Previous experience administratively supporting C-suite executives Bilingual Spanish skills (verbal) Professional Competencies Outstanding organizational and time management skills Ability to work with integrity, discretion and a professional approach Knowledge of, and previous experience with, diverse populations (language, culture, race, physical ability, sexual orientation, etc.) Outstanding verbal and written communication skills