This position performs advanced, confidential administrative and executive support work while serving as a strategic partner to executive leadership.
More than an administrative professional, the Executive Assistant is the organizational hub of the executive office — anticipating needs, managing priorities, strengthening relationships, and ensuring leadership can focus on mission impact. This role requires discretion, sound judgment, initiative, and the ability to think several steps ahead in a fast-paced, dynamic nonprofit environment.
· Provide advanced administrative support to the President & CEO.
· Track executive assignments and ensure follow-through from staff in a supportive fashion when needed.
· Monitor and coordinate executive schedules to ensure priorities, deadlines, and commitments are met.
· Draft, edit, and prepare professional correspondence, reports, presentations, and communications for signature.
· Conduct research and provide background information to support decision-making.
· Meeting & Board Governance Support
· Independently coordinate and plan meetings, conferences, and special events.
· Prepare agendas, exhibits, board packets, and supporting materials.
· Attend meetings as assigned; record and distribute minutes and follow-up action items.
· Maintain familiarity with Robert’s Rules of Order (preferred) as referenced as needed.
· Serve as a liaison between executive leadership and staff, volunteers, board members, community leaders, donors, Texas State Alliance, and National YMCA personnel.
· Answer and screen calls; handle inquiries and gather information for follow-up.
· Build and cultivate positive relationships across the organization and community.
· Represent the executive office with professionalism and warmth.
· Support donor relations and development efforts as needed.
· Event & Community Engagement Support
· Provide logistical and operational support for executive-level events and presentations.
· Manage community involvement activities connected to executive leadership responsibilities.
· Represent the organization at events when appropriate.
· Coordinate travel arrangements, itineraries, and reservations.
· Manage expense reporting and documentation.
· Maintain highly confidential files, records, and executive documents.
· Supervise and support reception operations; provide coverage planning as needed.
· Organize and maintain executive office systems, supplies, and equipment.