Executive Assistant To CEO Job at YWCA of Lubbock in Lubbock

Job Summary
The Executive Assistant provides executive support to all contacts for the Executive Office of the YWCA.  The Executive Assistant serves as the primary point of contact for internal and external visitors on all matters pertaining to the Office of the CEO/ED. The Executive Assistant serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within a fast-paced environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure and have the ability to handle a wide variety of activities and confidential matters with absolute discretion.

Essential Job Responsibilities

• Completes a broad variety of administrative tasks for the Executive Director including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence.
• Plans, coordinates and ensures the CEO's schedule is followed and respected.
• Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the ED's time and office.
• Communicates directly, and on behalf of the ED, with Board members, donors, staff, and others, on matters related to ED's programmatic initiatives.
• Adheres to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
• Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings.
• Assists in coordinating the agenda of senior management team meetings and off-sites, and all- staff meetings.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the ED, including those of a sensitive or confidential nature.
• Provides a bridge for smooth communication between the ED's office and internal departments, demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Works closely with the ED to keep him/her well apprised of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the ED informed.
• Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the ED, some of which may have organizational impact.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the ED's ability to effectively lead the organization.
• Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Perform related job duties as required.

Job Qualifications

• Learn and support the YWCA mission, vision, and policies to meet the goals of the organization without compromise, serving as a role model for the Lubbock community both in demeanor and in life-style habits.
• Bachelor’s Degree preferred.
• Proficient knowledge with computers in general including, but not limited to, software programs such as Microsoft Outlook, Word, and Excel
• Accuracy and attention to detail.
• Demonstrated integrity and ethical standards.
• Able to perform business math (basic algebra, compute rate, ratio, etc.)
• Ability to operate standard office equipment including, but not limited to, multi-line telephone system, copy/fax machines and calculators.
• Capable of following written instructions and documented procedures.
• Must have problem solving and analytical skills, including strong attention to detail and accuracy.
• Manages time effectively and adapts quickly to changing priorities.
• Ability to review the work of others to ensure conformance to standards.
• Self-starter, positive attitude, good leadership skills.
• Able to handle difficult customers with diplomacy and tact.
• Exhibit energy, enthusiasm, initiative, leadership and outstanding interpersonal skills.
• Communicate effectively and professionally both verbally and in writing.
• Present self professionally in appearance and mannerism at all times.
• Flexibility to work irregular hours from time to time, including evenings or weekends.
• Infrequent travel: 0-10 days/year.
• Pass a criminal history background check and FBI fingerprint check.
• Ability to relate well with a variety of populations.

Physical Requirements
The physical demands described here are representative, though not comprehensive, of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Regularly sit, stand, bend, crouch, walk, climb stairs, use hands and fingers, reach with hands and arms, feel, talk, hear, and see.
• Work on a computer up to eight (8) hours a day.
• Regularly lift and/or move up to 20 pounds and occasionally lift and/or move up to 30 pounds.
• Occasionally work at outdoor and indoor events for extended periods of time

Work Environment
The work environment characteristics described here are representative, though not comprehensive, of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable the individuals with disabilities to perform the essential functions.

• Noise level varies between quiet and loud.
• Pace varies between deliberate and fast.

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