What are the responsibilities and job description for the Executive Assistant position at Salina Family YMCA?
POSITION SUMMARY
Under the direction of the CEO, the Executive Assistant assists the CEO, Board Chair, and assigned Senior Directors by providing secretarial and high-level administrative support involving the use of discretion and independent judgment. All this within the framework of the established policies and procedures of the Salina Family YMCA. This person must have a positive and professional attitude, and be able to build relationships with people in a friendly and consistent manner.
ESSENTIAL FUNCTIONS
For CEO & assigned Senior Directors:
- Assist in the management of calendar to include scheduling of meetings and appointments.
- Prepare and edit correspondence, communication, presentations, and other documents.
- Use discretion and independent judgment in handling confidential and sensitive information in connection with responsibilities and daily tasks.
- Arrange and coordinate meetings, invitations, food arrangements and materials for designated meetings, which include, but not limited to board and committee meetings, elected officials, staff meetings, etc.
- Chief liaison for CEO with internal staff, Y members, volunteers, and board members.
General Duties:
- Perform administrative duties as needed including filing, scanning, copying, typing, data entry, shopping etc.
- Responsible for reports and statistical tracking which may include data entry, gathering data, updating and monitor tracking system for branch needs, Y-USA statistical reporting and other as requested.
- Actively participate in staff leadership activities, meetings, committee meetings. May attend community events as a YMCA representative at employee fairs, and other activities as requested.
- Serve as a backup to payroll, bank depositing and accounts payable and receivable systems and maintains knowledge to execute these duties as needed in the absence of assigned staff.
- Assist in planning annual celebration and yearly staff events.
- Coordinate and manages branch calendar and input information into Outlook.
- Help facilitate and monitor project management software for CEO, Senior Directors and overall branch goals and objectives.
- Manage travel and itinerary arrangements for CEO and other leadership staff for Y conferences.
- Attend early morning and evening committee meetings as requested to take minutes and track attendance.
- Maintain computer databases and statistics for various reports, committees, and mailings.
- Maintain organizational chart(s) and master list of all Board, Trustees and committees’ members and minutes.
- Ensure data integrity, safeguarding of physical assets and keeping confidential information secure.
- Must support and represent the overall goals and philosophies of the YMCA.
- Provide exceptional customer service by greeting all participants, maintaining a clean and safe facility, and demonstrating professional conduct at all times.
- Responds to challenges with possible solutions in a timely manner.
- All other duties as requested.
QUALIFICATIONS
- Minimum of two year’s successful customer service and business office work experience.
- Experience in office administration, MS Office (word, excel, powerpoint) keying, data entry, and knowledge or the ability to learn the computer software packages (DAXKO, HRIS etc).
- Ability to work with people through excellent written and oral communication skills, problem-solving expertise, and conflict resolution skills.
- Must possess computer skills necessary to efficiently and accurately enter and track data.
- Should have strong time management and organizational skills, with the ability to manage multiple tasks and balance shifting priorities while maintaining confidentiality.
- Certifications: CPR/FA, within 60 days of hire
- Complete all training as required (HIPPA,etc)
WORK ENVIRONMENT & PHYSICAL DEMANDS
- Must regularly lift and/or move up to fifty (50) pounds, and occasionally move up to seventy-five (75) pounds in the form of supplies or equipment.
- Able to sit, stand and bend to perform appropriate tasks.
- Must be able to move at an appropriate pace to respond to emergencies.
- Follow all safety requirements of the Salina Family YMCA.
- May be required to stand for extended periods of time.
- Work in different temperature environments.
The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
YMCA COMPETENCIES (Leader):
- Mission Advancement: Accepts and demonstrates the Y’s values of caring, honesty, respect, and responsibility. Demonstrates a desire to serve others and fulfill community needs.
- Collaboration: Works effectively with people of different backgrounds, abilities, opinions, and perceptions. Builds rapport and relates well to others. Seeks first to understand the other person’s point of view and remains calm in challenging situations, listens for understanding meaning, speaks and writes effectively. Takes initiative to assist in developing others.
- Operational Effectiveness: Makes sound judgments and transfers learning from one situation to another, establishes goals, clarifies tasks, plans work and actively participates in meetings, strives to meet or exceed goals, and delivers a high-value experience for participants.
- Personal Growth: Pursues self-development that enhances job performance, demonstrates an openness to change and seeks opportunities in the change process, accurately assesses personal feelings, strengths, and limitations and how they impact relationships have the functional and technical knowledge and skills required to perform well.
EFFECTS ON END RESULTS
- This position has a direct impact on the effectiveness and efficiency of the CEO and departments in which they are involved. Providing positive relationships and support will directly increase and maintain strong employee and member retention and morale.
Salary : $39,000 - $49,400