Executive Assistant to the President and CEO

Job Purpose:
- The Executive Assistant to the President and CEO at Merrimack Valley YMCA will provide high-level administrative support to ensure efficient operation and management of executive functions. This role is crucial in facilitating communication and coordination within the organization and externally, representing the President and CEO in various capacities.

Email & Communications Management

• Monitor, organize, and triage incoming communications and correspondence.
• Identify urgent and high-priority matters requiring the CEO's attention.
• Draft routine correspondence and responses on behalf of the CEO.
• Prepare thank-you notes, recognition letters, stakeholder correspondence, and other communications.
• Coordinate communications with Board members, community partners, donors, and external stakeholders.
• Maintain CEO contact lists and stakeholder databases.
• Track pending responses, commitments, and follow-up communications.

Meeting & Leadership Support

• Coordinate executive leadership and organizational meetings.
• Develop meeting agendas and gather and distribute supporting materials.
• Prepare briefing documents and background information for meetings.
• Take meeting notes and prepare minutes as appropriate.
• Document decisions, action items, owners, and deadlines.
• Monitor follow-up assignments and ensure accountability for commitments.
• Collect departmental updates and reports for leadership meetings.
• Facilitate communication and coordination among departments.

Board of Directors & Governance Support

• Coordinate logistics and scheduling for Board of Directors meetings and committee meetings.
• Prepare and distribute board packets, agendas, presentations, and supporting materials.
• Manage Board calendars and communications.
• Track Board action items, decisions, and deadlines.
• Maintain accurate Board records and governance documentation.
• Assist with Board orientation materials and onboarding.
• Support governance-related administrative activities and special projects.
• Ensure confidential Board information and records are appropriately maintained.

Project & Task Management

• Maintain systems for tracking CEO projects, organizational priorities, strategic initiatives, and milestones.
• Develop and maintain action-item dashboards and project tracking tools.
• Follow up with department leaders regarding assignments, deliverables, and deadlines.
• Monitor progress on strategic and cross-functional initiatives.
• Prepare status updates and reports for the CEO.
• Identify issues, delays, and emerging concerns requiring executive attention.
• Coordinate cross-functional projects and ensure timely completion of assigned actions.
• Promote accountability and follow-through across the organization.

Fundraising & Donor Relations Support

• Schedule and coordinate donor meetings and engagements.
• Maintain accurate donor relationship records and communication calendars.
• Prepare donor briefing materials and background information.
• Coordinate donor stewardship activities and follow-up.
• Draft donor thank-you letters and acknowledgments.
• Track donor commitments and outstanding follow-up items.
• Assist with fundraising events and related logistics.
• Support the CEO's donor and development activities as needed.

Community & Stakeholder Relations

• Coordinate meetings and communications with community leaders, partners, and external organizations.
• Manage requests and inquiries from community partners and stakeholders.
• Track partnership opportunities and follow-up activities.
• Prepare stakeholder briefing materials and meeting information.
• Coordinate the CEO's participation in community events and organizational activities.
• Manage invitations, RSVPs, and event communications.
• Maintain accurate relationship and stakeholder databases.

Administrative & Office Operations

• Process expense reports and coordinate expense-related documentation.
• Manage purchase requests, approvals, and administrative processes.
• Coordinate office logistics and administrative needs for the CEO.
• Maintain confidential files, records, and documents.
• Organize and maintain digital and physical filing systems.
• Manage subscriptions, memberships, and related renewals.
• Track contracts requiring review, approval, or renewal.
• Coordinate technology, equipment, and other executive office needs.
• Provide legal documentation support and assist with miscellaneous administrative projects.

Event & Travel Coordination

• Arrange flights, hotels, ground transportation, and other travel accommodations.
• Prepare detailed travel itineraries and supporting materials.
• Coordinate conference registrations and event participation.
• Manage logistics for organizational and executive events.
• Track event deadlines, registrations, and deliverables.
• Prepare speaking materials, briefing packets, and presentation support.
• Coordinate the CEO's attendance and participation at YMCA events and other organizational activities.
• Process and track travel reimbursements.

Reporting & Information Management

• Prepare weekly briefing materials and reports for the CEO.
• Compile organizational performance information, metrics, and updates.
• Create dashboards, summaries, and reports to support executive decision-making.
• Gather and organize information from internal and external sources.
• Conduct basic research on organizations, partners, community issues, and relevant trends.
• Prepare presentations and executive briefing materials.
• Maintain key organizational metrics and information systems.

Professional Relationships & Special Projects

• Develop and maintain effective, professional working relationships with internal staff, Board members, community partners, donors, and external affiliates.
• Serve as a trusted and professional representative of the President & CEO's office.
• Handle sensitive and confidential information with discretion and sound judgment.
• Provide high-level administrative support for special initiatives and projects.
• Perform other administrative duties and special projects as assigned by the President & CEO.

Core Competencies

The successful candidate will demonstrate:

• Executive judgment and discretion — Ability to handle confidential information and make appropriate decisions about priorities and escalation.
• Exceptional organization — Ability to manage complex schedules, projects, deadlines, and competing priorities.
• Communication skills — Excellent written and verbal communication with the ability to interact professionally with diverse audiences.
• Attention to detail — Consistently accurate work in scheduling, documentation, correspondence, and reporting.
• Proactive problem-solving — Anticipates needs, identifies potential issues, and takes initiative to resolve them.
• Relationship management — Builds positive and professional relationships with internal and external stakeholders.
• Accountability and follow-through — Effectively tracks commitments and ensures that assigned actions are completed.
• Project coordination — Ability to manage multiple projects and coordinate across departments.
• Adaptability — Comfortable responding to changing priorities and time-sensitive requests.
• Professionalism — Represents the CEO and organization with integrity, discretion, and a high level of professionalism.

Qualifications & Experience

• Bachelor's degree preferred in business administration, communications, nonprofit management, public administration, or a related field.
• Significant experience providing executive-level administrative or operational support, preferably in a nonprofit, community, healthcare, education, or similarly mission-driven organization.
• Experience supporting a senior executive, CEO, President, or Board of Directors strongly preferred.
• Experience with calendar management, meeting coordination, project tracking, correspondence, and confidential records.
• Strong proficiency with Microsoft Office or Google Workspace and familiarity with digital collaboration, calendar, and project-management tools.
• Experience coordinating travel, events, meetings, or stakeholder engagements.
• Strong written and verbal communication skills.
• Demonstrated ability to manage multiple priorities and meet deadlines with minimal supervision.

Success in This Role

Success in this position means enabling the President & CEO to operate effectively by ensuring that priorities are organized, commitments are followed through, meetings are purposeful, information is readily available, stakeholders receive timely communication, and critical organizational initiatives remain on track.
 

EFFECT ON END RESULTS:

The Executive Assistant stewards the Y’s cause, promoting and protecting the brand and reputation as a global, inclusive organization within the community.  S/he will successfully meet the Association’s goals by creating the best environment and workspace for the CEO which will allow him to accomplish the Association’s strategic initiatives.