Senior Executive Assistant to the President and CEO

We are seeking a Senior Executive Assistant to play a pivotal role in the organization, serving as a key partner to the President and CEO. In this dynamic position, you will be the primary point of contact for internal and external constituencies regarding all matters pertaining to the Office of the President. You will liaise with the board of directors and executive leadership team, organizing and coordinating executive outreach and external relations efforts while overseeing special projects. Your expertise will ensure the President is briefed and prepared for meetings and events, as you expertly orchestrate the executive schedule, manage communications, and coordinate high-impact meetings and events with precision and discretion. Additionally, you will provide calendar support to the Chief Development Officer, ensuring seamless alignment with the President's schedule. If you possess strong judgment, professionalism, and exceptional organizational skills, we invite you to apply and make a significant impact!

How You Will Make an Impact

• Take charge of a dynamic and intricate calendar for the President and Chief Development Officer, including internal and community meetings, ensuring seamless coordination and alignment with organizational priorities.
• Lead the planning and execution of on-site and off-site meetings and high-impact events, including preparation of comprehensive materials, coordination of meals, and advanced setup of necessary technology.
• Design and manage detailed agendas for executive team and board meetings, utilizing MS365 and especially, Microsoft Teams, and other advanced tools to ensure productive and strategic discussions.
• Support the management of strategic partnership records, leveraging CRM systems to maintain accurate and strategic contact information while ensuring capture of meeting notes in the contact's record.
• Implement a system for tracking action items and follow-ups from meetings utilizing the CRM and other systems, ensuring that all tasks are completed, and progress is communicated effectively.
• Manage travel arrangements for President, Chief Development Officer and executive team group travel.
• Provide support in managing unexpected changes or urgent issues that may arise, ensuring minimal disruption to the President's schedule and organizational operations.
• Directly manage, screen, prioritize and respond to the President's email and phone communications, effectively managing urgent matters and ensuring prompt follow-up.
• Handle and prioritize confidential correspondence, including drafting and responding to sensitive emails and letters on behalf of the President and executive team.
• Lead research and preparation of materials for meetings and high-priority projects, including crafting briefing sheets and presentations (utilizing PowerPoint and Keynote) that support communications and executive decision-making.
• Serve as a liaison between the President and external stakeholders, ensuring effective communication and prompt resolution of inquiries or issues.
• Spearhead the logistics and strategic coordination for board meetings, including crafting agendas, capturing actionable minutes, driving follow-up tasks with strategic insight., and preparing detailed meeting materials to drive effective governance.
• Manage and facilitate virtual board meetings, ensuring a high standard of professionalism, operational efficiency, and technological proficiency.
• Monitor and manage board member and committee activities within internal systems, maintaining an accurate and current board roster while capturing essential notes and actions.
• Manage and update key Metro Board onboarding and annual compliance materials and processes.
• Act as the primary administrator for board management software (currently Boardable), including advanced user training and ensuring the integrity of information.
• Collaborate with the Board Engagement & Policy Committee to ensure adherence to governance standards and compliance with organizational bylaws, contributing to strategic decision-making.
• Participate in Board orientation and training in collaboration with the Development team.
• Develop and maintain an organized and up-to-date contact database for the President, ensuring strategic alignment and accessibility of key relationships.
• Manage and oversee President and Chief Development Officer expenses and consultant invoices, ensuring accuracy and adherence to budgetary constraints.
• Take on special projects as needed, such as organizing organizational initiatives, leading cross-departmental collaborations, or managing confidential research and reporting.
• Identify and recommend improvements to administrative processes and procedures to enhance efficiency and effectiveness within the President's office and the Board.
• Take on additional administrative and project management duties as assigned, demonstrating advanced problem-solving abilities and strategic foresight.

What You Bring to the Community Enterprise

• Minimum of 7-10 years of experience as an Executive Assistant or Senior Executive Assistant to a President/CEO or another C-Suite leader, with a proven track record of supporting senior executives and managing complex, high-stakes tasks.
• Bachelor's degree in Business Administration, Management, or a related field preferred.
• Demonstrated capability to manage complex, high-level schedules, coordinate strategic meetings, and handle sensitive information with discretion and professionalism.
• Outstanding organizational, communication, and strategic problem-solving skills.
• Extensive project management experience and advanced proficiency with board management software.
• Proven ability to manage high-profile business-related travel, events, and executive-level correspondence with strategic precision.
• You are Organized & Productive - You are an expert at planning projects and timelines and imparting those organizational needs to others to drive results.
• You Cultivate Innovation - You are adept at creating new and better ways for the organization to be successful.
• You are an Exceptional Communicator - You are an expert at developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences.
• You Posses Organizational Savvy - You know how to maneuver comfortably through complex policy, process, and people-related organizational dynamics.
• You are Tech Savvy - You are an expert in MS365 applications, including advanced functionalities in Word, Excel, PowerPoint, Teams and Outlook, and are continually developing your tech skills.
• You are action-oriented and focus on results - You easily take on new opportunities and challenges with a sense of urgency and a solutions-oriented mindset. You have a record of consistently achieving results.
• You Build Networks -You effectively build formal and informal relationships inside and outside the organization. You're an Excellent Time Manager - You are able to stay focused, complete tasks on time, prioritize work, and create efficient workflows.
• You're a "People Person" - You enjoy developing relationships with those inside and outside the organization. You are personable, yet know how to maintain boundaries and utilize discretion.
• You're a Positive Problem Solver - You respond positively to challenges and changes, work well independently and utilize the tools and information available to you when presented with something new.
• You are Humble, yet Tenacious - You understand and appreciate your "behind the scenes" role. You enjoy helping others succeed. You hold true to your principles and maintain focus on your team's shared goals.

Physical Requirements:

While performing the duties of this job, the employee is regularly required to sit, stand, walk, bend, talk, and occasionally lift and/or move items, including equipment, furniture, and/or children. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Why Join Us?

THE PLACE YOU WANT TO BE, where great minds and souls come together for good... it's our vibe. At the Greater Austin YMCA, we encourage you to Be You-be the hero of your own growth journey. Be

True-humanity is our way, and we intentionally practice it each day. Imagine It-dare to think big and envision the possibilities that lie ahead. Do It-plan, deliver, and enhance your awesome work. Feel It-be present, pause, and experience the impact you create every day. Together, we embody these values, fostering a supportive environment where your work truly matters and where you can make a positive impact in our community.