Executive Assistant to the CEO

We are looking for a dynamic Executive Assistant to provide high level support to the CEO of the Merrimack Valley Y.  The Executive Assistant is a key contributing member of the leadership team and provides best in class support to the CEO and the Board of Directors. They are responsible for a broad range of strategic and tactical activities in support of the CEO and the business initiatives. They will serve as an ambassador for the Association and the CEO with external and internal contacts and collaborators.  This role requires the ability to maintain discretion and the highest level of confidentiality and professionalism. They must exercise exceptional judgement in a variety of situations where there may be ambiguity and must be able to multi-task in order to handle a multitude of short and long term projects.

Status: Full Time. Exempt

Branches: Administration

In the Y, we strive to live our cause of strengthening communities with purpose and intentionality every day.  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.

• Efficiently and seamlessly maintains complex and dynamic schedules and calendars of CEO.
• Communicates and interacts with all staff members, board members and constituents with the utmost professional and informative manner; assuring clear and consistent messaging
• Follows up with Executives on behalf of the CEO to keep them informed of upcoming commitments and responsibilities, following up appropriately
• Provide business knowledge and administrative expertise to correspondence and presentations, including proof reading and attention to accuracy; ensuring professionalism of all material and presentations.
• Work with the Executive Team and Board Chair to manage the administration of all Board meetings and events
• Manage all details/logistics/materials for business meetings and events
• Proactively identify potential problems and issues; apply key problem-solving skills to efficiently and independently resolve problems and remove obstacles
• Uses discretion and independent judgment in handling confidential and sensitive information in connection with the President and CEO’s responsibilities.
• Maintains mailing and public relation lists of board and committees, organizational charts and other filing systems that need continued updating
• Manages the administrative office operations, admin staffing, ordering of supplies, maintaining business equipment and vendor relationships
• Gathers data, compiles and prepares all national statistical and assigned strategic plan reports as directed by the President and CEO or his/her designee.
• Attend Board of Directors’, Trustees’, committee and other assigned meetings, taking minutes and then transcribing them into necessary formal communications.
• Managing travel arrangements for the President and CEO and other key staff members as well as additional travel arrangements where needed.
• Perform other high level adminsitrative tasks and projects as needed and directed by the President and CEO.

• Ten+ years of high level executive support experience with at least 6 years supporting C-level executive in fast-paced environment.
• A BA or BS in a related field is preferred.
• Experience in a role requiring exceptional judgment in managing and balancing competing priorities while maintaining a complete picture of the long and short-term plans and goals
• Ability to thrive working in fast-paced organizations, meeting deadlines while maintaining continual attention to detail, remaining flexible, proactive, resourceful and efficient
• A tenacious yet flexible problem solver with an ability to manage complex tasks and meet deadlines and competing demands.
• Experience requiring impeccable judgment in a range of situations where discretion, diplomacy, tact and managing highly sensitive and confidential situations appropriately are of the utmost importance
• Exceptional interpersonal, written, and oral communication skills establishing and maintaining strong relationships with a broad and diverse group of individuals at all levels inside and outside the organization
• Advanced proficiency using all MS Office software. Knowledge of Adobe Acrobat Standard and database software is a plus including IT set up for meetings.
• Ability to develop and use spreadsheets and standard business software systems.
• Ability to work with integrity, discretion and professional approach.
• Experience with working with diverse populations (language, culture, race, physical ability, sexual orientation, etc.)
• Team player who fosters collaboration

Please e-mail a cover letter, resume and 4 references to Mary Jane Dinsmore  jdinsmore@mvymca.org  Merrimack Valley YMCA, 360 Merrimack Street, Suite 270, Lawrence, MA  01843.

At the Merrimack Valley Y our staff are our priority so we provide a strong competitive salary and comprehensive benefits plan including quality health and dental insurance, vision, life and LTD, discounted childcare, 12% Retirement paid by Y once eligibility is met, free family membership and generous time off and EAP.

We are an equal opportunity employer – For All.

**Denotes essential function of the job.  The YMCA promotes an equal employment opportunity work place which includes reasonable accomodation of otherwise qualified disabled applicants and employees.  Please see your manager should you have any questions about this policy or job duties.

The core values that guide the YMCA in fulfilling the mission and goals are: Caring, Honesty, Respect, Responsibility. We instill these values in all programs while making healthier lives achievable for everyone.