ESSENTIAL FUNCTIONS:

· Provides executive assistance to the President/CEO, Chairman of the Board and other executive staff, including maintaining office and meeting schedules. Provides set up and support for executive’s remote meetings including hosting Zoom and Teams calls.

· Makes travel, conference, training arrangements as necessary and prepares expense reports.

· Maintains highly confidential executive, board files, contracts and correspondence.

· Fields all incoming calls to the Office and greets guests.

· Coordinates annual schedules for Board of Directors and subcommittees while keeping all board member documentation up to date.

· Prepares packets, produces and maintains minutes for meetings of the Board of Directors, committees, task forces and staff meetings.

· Manages the day-to-day functions for the association relating to the coordination of schedules, month- end reporting and organizational assistance to executive staff.

· Tracks branch daily cash flow, prepares and records deposits and reconciles association bank accounts as assigned.

· Maintain computer databases for various reports, committees and mailings.

· Maintain organizational chart, phone list, board handbooks, Association policies and procedures.

· Prepare proper documentation when assisting in ordering supplies with the best terms, best price, best function and best availability while ensuring the items receive appropriate approvals.

· Prepare employee communications as directed by the CEO or Operation Director.

· Actively assist with Special Events, Fundraising and staff events, including anniversary recognition.

· Gathers data, compiles and prepares all statistical data for the YMCA Annual Report, membership report, Discount Membership Report, child care enrollment and assigned strategic plan reports.

· Maintains the Yexchange accounts, MYOP and assists with Nationwide Membership. Helps coordinate and process training requests.

· Prepares and maintains assigned spreadsheets for audit documentation.

· Perform other similar and related administrative tasks as assigned.

QUALIFICATIONS:

· High School Diploma or its Equivalency.

· Associate degree in social services, business or equivalent preferred.

· YMCA Team Leader certification preferred.

· Three or more years of related experience working as Administrator to high level executives or administrators, preferably in a nonprofit setting.

· Excellent typing and data entry skills with in-depth understanding of the entire Microsoft Office Suite and Professional Adobe.

· Ability to organize a daily workload by priority.

· Must be able to meet deadlines in a fast-paced quickly changing environment.

· Strong written and verbal communication skills.

· Ability to work with integrity, discretion and a professional approach.

· Able to obtain clearances ACT 33, ACT 34, and FBI and NSOR.

· Pre-employment drug testing to be administered prior to employmen