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Executive Administrative Assistant

YMCA • 723 Cleveland St Greenville, SC 29601-2945 United States • 6d ago

YMCA

YMCA of Greenville

Location

723 Cleveland St
Greenville, SC 29601-2945
United States

Hourly

$19.04

$23.55

How to Apply

Apply Online

Resumes Accepted Until

January 23, 2025

Be part of a dynamic team making an impact as the Executive Administrative Assistant for the YMCA of Greenville.

Job Description

The YMCA of Greenville is looking for our next innovative and dynamic cause-driven leader who wants to live their passion and bring meaningful change to the community as our next Executive Administrative Assistant for the Association Services office.

The Executive Administrative Assistant supports the work of the Y, a leading nonprofit, charitable organization committed to strengthening the community through youth development, healthy living, and social responsibility. This position acts as a liaison between the President/CEO, key executives, and employees while providing high-level administrative support and oversight of special projects to the President/CEO and other members of the C-suite. This role ensures the efficient operation of the executive office.

Key responsibilities include managing calendars and travel arrangements, preparing reports and presentations, supporting board-related activities, and fostering effective communication and collaboration across departments. The Executive Assistant also plays a vital role in creating a positive and professional environment while upholding the organization’s values and culture.

This position requires on-site availability Monday through Friday and the ability to manage multiple tasks with attention to detail, adaptability, and a commitment to excellence.

Not only will you be part of amazing mission driven work, we offer the following benefits:

Work Today, Get Paid Today!!! Instant access to your earned wages before payday.
12% Retirement Contribution, once fully vested.
403b Retirement Savings Plan.
Separate Paid Sick and Vacation Leave.
Medical Benefits.
Company Paid Dental, Vision, and Life Insurance.
11 Company Paid Holidays.
Household Membership to the YMCA of Greenville.
50% Discount on Programs, including Childcare, Sports, Personal Training, and Aquatics.

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.

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.

Qualifications

Associate Degree in Administrative Science or equivalent experience (bachelor’s degree preferred).
3-5 years of experience in executive-level clerical or administrative assistance.
Proven experience supporting senior executives and handling sensitive, high-level information.
Experience in board governance support.
Strong computer and internet research skills, with proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
High level of accuracy in preparing reports, handling data, and managing documentation.
High degree of discretion when dealing with confidential information.
Excellent interpersonal and communication skills.
Positive, professional demeanor and the ability to foster relationships with executives, staff, and external stakeholders.
Demonstrated project coordination experience.
Excellent organizational, analytical, decision-making, and problem-solving skills.
High level of attention to detail required.
Ability to work with all levels of internal management and staff, as well as outside clients and vendors.
Must complete New Staff Orientation, Child Abuse Prevention, and Bloodborne Pathogen training within the first 30 days of employment.

Essential Functions

Confidentiality and Professionalism

Handle high-level confidential information with strict confidentiality, discretion, and professionalism.
Represent the President/CEO by welcoming visitors, writing and reviewing correspondence, arranging functions, and addressing requests.
Independently resolve issues, referring inquiries to appropriate internal contacts and relaying information without inadvertently disclosing sensitive data.

Communication and Stakeholder Management

Act as a resource for key stakeholders, including board members, customers, suppliers, and employees.
Screen calls and emails, greet visitors, and determine appropriate access or referrals.
Communicate openly and professionally, both internally and externally.

Document and Data Management

Compose correspondence, reports, memos, and presentations.
Retrieve and analyze information from departmental and project records.
Prepare, compile, and distribute meeting minutes.
Manage data entry and ensure timely and accurate submissions in various systems.

Process and Project Management

Complete projects and special assignments by establishing objectives, priorities, and timelines, gaining cooperation from others, monitoring progress, and solving problems.
Help establish administrative protocols and standards and act as a backup to other administrative staff as needed.
Assist with recruitment and onboarding efforts and HR-related administrative tasks.
Stay current with technological advancements and tools to recommend and implement efficiencies that enhance workflow and productivity within the executive office.

Leadership and Mentorship

Prioritize conflicting needs and handle matters proactively, ensuring successful completion of projects often under deadline pressures.
Enhance the President’s and organization’s reputation by taking ownership of new requests and identifying opportunities to add value.
Support recruitment efforts, onboarding, and HR administrative duties.

Administrative Support and Office Operations

Approve and coordinate purchases of office and kitchen supplies and equipment.
Sort and distribute mail; draft responses or replies as needed.
Assume receptionist duties for the office, ensuring smooth daily operations.

Scheduling and Coordination

Schedule and manage calendars and travel itineraries for all C-Suite staff, coordinating related arrangements in compliance with policies.
Coordinate meetings and events, including room assignments, participant invitations, and arrangements for refreshments and equipment.
Provide administrative support to executive management as needed and approved by the President/CEO.
Assist in arranging board meetings and events, handling logistics such as facilities, catering, invitations, and budgets.

Other Responsibilities

Adhere to policies related to boundaries with consumers.
Attend/complete required abuse risk management training.
Adhere to procedures related to managing high-risk activities and supervising consumers.
Follow mandated reporting requirements.
Adhere to job-specific abuse risk management responsibilities.
- Maintenance Employees-ensure unused rooms and closets remain locked; routinely monitor high-risk locations (locker-rooms and bathrooms), etc.
- Front Desk Personnel- ensure consumers are properly signed in and out, ensure only authorized adults are allowed in the facility, etc.