Overview
Our Commitment to Equity
The Y actively promotes a culture free from bias and injustice. We are dedicated to removing institutional and systemic barriers that result in oppression and racism. We will be accountable to marginalized communities for creating equitable and sustainable environments where social justice is woven into every facet of our programs, and by caring for our communities in a culturally versatile and respectful manner.
Job Summary
The YMCA of Greater Seattle is currently looking for temporary, short-term help for our Office of the President. The Executive Assistant serves as a primary point of contact for internal and external stakeholders on all matters pertaining to the Office of the President/CEO and communicates with the board of directors, volunteer leaders, the Association’s leadership team(s), and staff. They work independently, while managing up, on projects from conception to completion and works across functions and teams in the organization to ensure the CEO’s point of view and needs are represented and met.
This position will be expected to work majority of the week from the Association Office in downtown Seattle, with some remote flexibility as agreed upon. Some evening and weekend flexibility is required, although not the standard expectation.
The Executive Assistant will demonstrate the following attributes:
- Strengthen the Y’s culture by demonstrating the values of the Y – honesty, caring, respect, responsibility, and passion for excellence – in every aspect of work
- Deep commitment to the mission of the YMCA, its members and the communities served
- Proven champion of social responsibilities, diversity, and inclusion; model cultural competence and support diversity, effectively working with people of different backgrounds, abilities, opinions, and perceptions
- Demonstrate executive presence, influence, and gravitas.
- Demonstrates teamwork and personal accountability, seeking and providing feedback, coaching, and resources for development
- Strategic, results-oriented, growth focus and strong work ethic; takes initiative and holds self and others accountable to meet or exceed quantitative and qualitative goals relating to operations, people (employees and members), philanthropy, finance, and volunteerism
- Responsible for continuous quality improvement of office practices and procedures
- Facilitate change, seek opportunities in the change systems process, model adaptability, and lead transition and transformation in support of the Y’s mission
- Inspire others; promote creativity, generate excitement, and reward risk taking, while consistently demonstrating a high level of emotional maturity, maintaining a positive attitude and building strong relationships
- Culture influencer, trust builder, pacesetter, change maker at the systems level, and community connector
- Passionate community organizer and advocate
- Big thinker at the systems level to drive sustainable social change
- Established reputation as a diplomatic team player who is able to transcend personal politics, engage a wide range of ideologies, and build consensus and community
- Ability to work through political barriers, build consensus, and enact change
- Eloquent, articulate, and persuasive communication style (oral and written)
What you’ll get from working at The Y
- Individual membership to the YMCA of Greater Seattle
- Free access to mental health resources
- Rapidly accruing paid time off (PTO) available immediately upon hire
Hiring Range: Up to $23/hour DOE
Responsibilities
- Works directly with the President/CEO and anticipates their needs to provide support to all aspects of their daily work. Manages President/CEO’s day-to-day calendar and the annual calendar for the Association and supports the development and implementation of meeting agendas and logistical arrangements for all Association meetings involving the President/CEO.
- Serves as main contact for communications to the senior leadership team and assist administratively to maximize effectiveness. Determines priority of matters of attention for the executive team; redirect matters to staff members to handle, or handle matters personally, as appropriate.
- Develops and manages budgets directly overseen by the Office of the President/CEO. Processes all expense reports and invoices, time reports, and PTO requests for the office of the President/CEO.
- Collects data and documents for the senior leadership team. Helps collect information and draft briefing materials and reports to ensure President/CEO is prepared and positioned to advance organizational goals and initiatives.
- Independently composes, prepares, and follows-up on internal and external correspondence on behalf of the President/CEO. Attends meetings with and on behalf of the President/CEO, as needed.
- Attends planned and ad hoc meetings, providing direct support to the President/CEO. Schedules meetings, organizes agendas and materials, takes and disseminates notes, tracks and follows up on all action items. Follow up on outstanding actions to ensure timely completion. Manages special projects as assigned.
- Serves as back up to the Executive Assistant – Board Liaison to the Board of Directors for general communications, inquiries, and scheduling.
- Support AO Board and Executive Committee in person meetings, as needed, ensuring proper procedures, tasks and action items are completed in a timely manner.
- Assists President/CEO with agenda setting and material preparation for SLT meetings, retreats, business reviews, listening session, and related meetings. Researches background material and prepare agendas, and presentation material for meetings. Creates supplemental materials (PowerPoint presentations, financial charts, special reports, executive summaries, etc.) independently and in collaboration with other staff members, as needed.
- Handles administrative tasks for the President/CEO including travel planning, expense reporting, onboarding of direct reports, space planning, mail management, hosting all hands meetings, and other administrative tasks and projects as needed.
- May provide supervision and/or team leadership for other administrative staff.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Qualifications
- High school diploma required; bachelor’s degree preferred.
- 8-10 years’ experience as an Executive Assistant.
- Experience supporting a CEO and Board of Directors for a nonprofit organization strongly preferred.
- Must be proactive, biased for action, deadline driven, detail oriented, able to work independently, maintain confidentiality and exercise judgment and discretion in the performance of all functions and responsibilities.
- Outstanding planning skills and the ability look and plan ahead.
- Excellent oral and written communication skills; comfortable interacting with senior level executives and other staff within and outside of the organization with a great deal of tact and diplomacy.
- Ability to effectively and efficiently handle multiple, simultaneous, and complex tasks and projects.
- Work well with a diverse group of people, at all levels, particularly in an executive environment, and with a high level of professionalism.
- Demonstrated integrity and work ethics. Strong organizational and time management skills.
- Experienced at organizing prioritizing, and scheduling work assignments; employee performance management skills.
- Must have advanced skill level in Microsoft Word, Excel and PowerPoint, as indicated by proficiency testing.
- Proficiency in any board management software strongly desired.
- Ability to relate effectively to diverse groups of people from all social and economic segments of the community; track record of building authentic, constructive relationships with others
- Strong strategic planning skills including execution expertise
- Demonstrated experience in financial planning, budgeting, and analysis
- Ability to partner and provide strategic level input to senior leadership and the ability to influence others at all levels of the organization
PREFERRED EDUCATION AND EXPERIENCE
- Prefer knowledge of and previous experience with, diverse populations (language, culture, race, physical ability, sexual orientation, etc.). Ability to speak any language in addition to English may be helpful.
- Experience with using Artificial Intelligence tools to drive greater administrative and operational efficiency is preferred.
The YMCA of Greater Seattle is an equal opportunity employer committed to diversity, inclusion, and equity. We are a drug & alcohol-free workplace; all job offers are contingent on results of a background check and drug screening, including screening for marijuana.
Cause Driven Leader Level: LEADER
- Values Strengthens the Y’s culture by demonstrating the values of the Y – honesty, caring, respect, and responsibility – in every aspect of work.
- Inclusion Models cultural competence and supports diversity, effectively working with people of different backgrounds, abilities, opinions, and perceptions.
- Develop Self and Others Demonstrates teamwork and personal accountability, seeking and providing feedback, coaching, and resources for development.
- Quality Results Takes the initiative and holds self and others accountable to meet or exceed quantitative and qualitative goals relating to people (employees and members), philanthropy, finance and volunteerism.
- Change Capacity Facilitates change, seeks opportunities in the change process, models adaptability, and leads transition in support of the Y’s mission.
- Inspire Others Promotes creativity, generates excitement, and rewards risk taking, while consistently demonstrating a high level of emotional maturity, maintaining a positive attitude and building strong relationships.
COMPETENCIES
- Business Acumen.
- Communication.
- Critical Evaluation.
- Relationship Management.
- Ethical Practice.
At the Seattle Y, we are an inclusive organization of people with a shared commitment to nurture the potential of youth, promote healthy living, and foster social responsibility. We also believe in supporting the wellbeing of our employees and offer a free Y membership as a benefit of employment.
Become a leader on our team at the YMCA of Greater Seattle where we promote a continuous learning environment and career opportunities.
“YGS is an equal opportunity employer and is committed to creating a diverse and equitable work environment. Qualified applicants will receive consideration without regard to their race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other status protected by local, state, or federal law.
We are a drug & alcohol-free workplace; all job offers are contingent on the results of a background check and (on applicable jobs) drug screening, including screening for marijuana. We participate in the Federal E-Verify system.
If you need assistance of any kind with the application process, reach out to recruiting@seattleymca.org or the HR department at 206.382.5082.”
MISSION STATEMENT:
Building a community where all people, especially the young, are encouraged to develop their fullest potential in spirit, mind, and body.
OUR VALUES:
- Respect
- Communication
- Responsibility
- Honesty
- Caring
- Passion for Excellence