[Hiring] Executive Support Specialist @YMCA

Role Description

The Executive Assistant serves as a strategic partner to executive leadership by managing schedules, coordinating meetings, handling communications, preparing reports, and supporting key organizational initiatives. This role requires exceptional organizational skills, strong attention to detail, excellent communication abilities, and the capacity to work independently in a remote setting.

The successful candidate will play a critical role in helping leadership remain focused on organizational goals by ensuring seamless administrative operations and effective coordination across departments.

Key Responsibilities

• Executive Support
  • Manage complex executive calendars, appointments, and scheduling priorities.
  • Coordinate virtual meetings, conference calls, and organizational events.
  • Prepare agendas, meeting materials, presentations, and executive reports.
  • Record meeting notes and distribute action items when required.
  • Manage incoming communications, including emails, phone calls, and correspondence.
  • Prioritize requests and ensure timely follow-up on executive initiatives.
  • Arrange and coordinate travel accommodations and itineraries when necessary.
• Administrative Operations
  • Maintain organized digital filing systems and confidential records.
  • Draft, edit, proofread, and distribute professional correspondence and documents.
  • Support the development and maintenance of administrative procedures and workflows.
  • Track deadlines, deliverables, and project milestones.
  • Manage data entry, reporting, and document management activities.
  • Assist with expense tracking, invoice processing, and budget-related documentation.
• Project Coordination
  • Support special projects and strategic initiatives across departments.
  • Coordinate communication between leadership, staff, volunteers, and external stakeholders.
  • Conduct research and compile information for executive decision-making.
  • Monitor project timelines and provide status updates.
  • Assist with planning and execution of organizational programs and initiatives.
• Board and Stakeholder Support
  • Assist with board meeting preparation and coordination.
  • Organize meeting materials and supporting documentation.
  • Serve as a professional point of contact for internal and external stakeholders.
  • Maintain positive working relationships with community partners, donors, volunteers, and staff.
  • Handle sensitive and confidential information with discretion and professionalism.

Qualifications

• Associate degree or higher preferred; equivalent work experience considered.
• Minimum of 3 years of experience as an Executive Assistant, Senior Administrative Assistant, Virtual Assistant, or related role.
• Experience supporting executive-level leadership.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with Google Workspace (Google Docs, Sheets, Drive, Calendar).
• Excellent written, verbal, and interpersonal communication skills.
• Strong organizational, planning, and multitasking abilities.
• Ability to work independently and manage competing priorities.
• Demonstrated ability to maintain confidentiality and exercise sound judgment.
• Reliable internet connection and dedicated remote workspace.

Preferred Qualifications

• Experience working within nonprofit organizations, community-based organizations, or mission-driven environments.
• Familiarity with project management software such as Asana, Monday.com, Trello, or similar platforms.
• Experience supporting board members or executive committees.
• Knowledge of CRM systems and database management.
• Experience coordinating virtual events and remote teams.

Core Competencies

• Executive Administration
• Calendar Management
• Administrative Support
• Executive Scheduling
• Project Coordination
• Meeting Management
• Business Communication
• Time Management
• Organizational Skills
• Problem Solving
• Stakeholder Relations
• Microsoft Office
• Google Workspace
• Remote Collaboration
• Data Management
• Confidential Information Handling
• Report Preparation
• Document Management

Benefits

• Competitive salary
• Medical, dental, and vision insurance
• Retirement savings plan
• Paid time off (PTO)
• Paid holidays
• Employee Assistance Program (EAP)
• Professional development opportunities
• Remote work flexibility
• Wellness initiatives
• Life and disability insurance