Executive Assistant

Company Description The Alliance of Massachusetts YMCAs represents YMCA branches across the Commonwealth, collectively serving one million people in 100 communities through over 370 service locations. Member YMCAs provide a broad range of programs for 370,000 children and teens, supported by more than 21,000 volunteers and 16,000 employees, all focused on nurturing potential and strengthening communities. The Alliance advances Youth Development, Healthy Living, and Social Responsibility by advocating for YMCAs, supporting statewide health initiatives, and collaborating with education and child-care partners. Its work includes promoting physical activity and healthy eating, improving early education access and compensation, tackling achievement and opportunity gaps, and addressing youth at risk, childhood obesity, and child abuse prevention. Together, the Massachusetts YMCAs have driven over 1,100 policy changes to help create a healthier and more positive future for the state.POSITION SUMMARYThis is an Executive Assistant position. Assists the CEO and assigned staff by providing secretarial and high-level administrative support involving the use of confidentiality and independent judgment. This individual should be proactive, meet deadlines, always remain professional, and communicate effectively. Our ideal candidate also has previous experience as an Executive Assistant, is familiar with office management technologies including Google Workspace, and is able to multitask and problem solve independently. This position is remote. SERVICE STATEMENT:Our Ys are the heart of this organization. They are the reason we exist. They are the most important contacts we have. They are not statistics and always deserve our respect. No matter what we are hired to do, satisfying a Ys needs and wants are everyone’s first and most important responsibility.ESSENTIAL FUNCTIONSManages the CEO’s schedule as well as schedules for assigned executive staff (if needed). Makes travel arrangements as necessary and prepares expense reports.Uses discretion and independent judgment in handling confidential and sensitive information in connection with the CEO’s (and executive team’s) responsibilities.Maintains highly confidential executive and Board files and correspondence.Produces and maintains agenda and minutes for meetings of the Board of Directors and other meetings as directed.Prepares for meetings with any needed supplies, coffee or food, agendas, documents, etc. Organizes materials and food for monthly staff meeting, staff events and trainings, etc.Coordinates arrangements for meetings of various committees, task forces, internal Y networks, public officials and groups. Responsible for minutes of meetings.Maintains computer databases for various reports (i.e. annual Y USA report), committees, CEO Stewardship and mailings.Coordinates annual schedules for Board of Directors and management meetings.Assists in the preparation/organization for Leadership Conference held in November each year. Assists in the preparation of the CEO retreat each May.Assists in the preparation of State Advocacy Day held in February.Gathers data, compiles, and prepares all national statistical and assigned strategic plan reports.Orders organization-wide office supplies.Inputs training and courses into the Learning Hub for the Northeast Learning CenterOversees the monthly third party billing system This position typically holds business hours, except for executive meetings/events which are occasionally held early morning, evenings, and some weekends.Special Projects as assigned.QUALIFICATIONS:High School Diploma or equivalent preferred.Three or more years of related experience working as an assistant to high-level executives or administrators, preferably in a nonprofit setting.Proficient in all standard business software, business letter writing, editing, and proofing.Knowledgeable about office processes and procedures.Able to identify and address the needs of the senior team and perform administrative tasks to ensure our organization’s workflow runs smoothly.Ability to work with integrity, discretion, and a professional presentation and approach.Flexibility with days and hours as needed at certain events and activities.Physical Demands: Ability to lift 20 pounds.Ability to work at a computer and type for long amounts of time.Travel:This position requires occasional travel throughout the state of Massachusetts.

Location: Fully remoteSalary and Benefits:Position is part-time, non-exempt. $25 - $30 per hour depending on experience and credentials.

Average 15-20 hours per week. Reporting:Directly reports to the CEO but will work cross collaboratively with the entire team and assist the Learning and Training Team and Operations TeamApplication Process:Send cover letter, resume, and 3 references (one supervisor, one co-worker, one personal) to:Jessica.Borges@maymca.com