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Executive Assistant to the CEO - YWCA Princeton

  • 24 Sep 2021
  • 30 Oct 2021
  • YWCA Princeton


 Executive Assistant 


Summary

The Executive Assistant (EA) provides administrative support for the Chief Executive Officer (CEO), the Chief Financial Officer (CFO), the Chief Operating Officer (COO), the Board of Directors and certain Board committees.

The EA provides a high level of professionalism and customer service when dealing with a diverse group of internal and external contacts at all levels of the organization. This individual is the first point of contact for the CEO, the CFO and the COO.

The EA acts as a liaison with all internal departments and outside agencies, including high-level staff and the Board.

Handles confidential and non-routine information on a regular basis.  Must be actively involved in the Performance Quality Improvement processes and the standards promoting excellent services to YWCA Princeton families, constituents, donors, funders and community partners.


Primary Duties and Responsibilities

  • Plan, coordinate, and ensure the CEO's, the CFO’s and the COO’s schedules are followed and respected. Provide a "gatekeeper" and "gateway" role for direct access to the CEO's, the CFO’s and the COO’s time and office.
  • Manage the CEO's, the CFO’s and the COO’s calendar, arrange meetings, and maintain a constituent database record of their contacts and correspondences, providing context as needed to assist in discerning priorities among the many draws on their time.
  • Research, prioritize, and follow up on incoming issues and concerns addressed to the CEO, the CFO and the COO including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response using independent judgement in the absence of the CEO, the CFO and the COO.
  • Serve as the liaison to the Board including preparing all documents for the Board of Directors, maintaining relationships with Board Members, monitoring the function and actions of the Board Committees, designing and implementing improvements to Board-related processes and systems, and planning Board meetings. Provides executive and Board support on-site and off-site at Board meetings that may require local travel.
  • Provide a bridge for smooth communication between the CEO's office, the CFO’s office, the COO’s office and internal teams and departments; demonstrating leadership and discretion to maintain credibility, trust, and support with the senior leadership team, the administrative team and the staff.
  • Must maintain confidentiality and the ability to handle sensitive information with a high level of discretion.
  • Serve as a partner in building the CEO's, the CFO’s and the COO’s external profile in the representation of the organization.
  • Work with the CEO, the CFO and the COO on fundraising duties and program issues; see yourself as an extension of the CEO's office, the CFO’s office and the COO’s office.
  • Draft the CEO’s, CFO’s and COO’s memos, emails, power-point presentations and other materials as needed; edit, proofread, and format confidential documents.
  • Work independently to plan and coordinate the CEO's, the CFO’s and the COO’s travel, as needed.
  •  Analyze expenses, prepare expense reports for the executives and at times Board members, submit reports and invoices in an accurate and timely manner.
  • Organize and prioritize large volumes of information and calls.
  • Sort and distribute mail for the CEO, the CFO and the COO.
  • Draft written responses or replies by phone or email when necessary.
  • Respond to regularly occurring requests for information from the CEO, the CFO and the COO.
  • Screen calls and take messages for the CEO, the CFO and the COO.
  • Prepare meeting material for the Executive Leadership Team Meeting, the Senior Leadership Team Meeting and the monthly Program Director’s Meeting.
  • Provide assistance at the YM/YW Joint Trustees meetings and record the meeting minutes during alternate years.
  • Create and maintain YWCA master and holiday calendar.
  • Prepare all acknowledgement correspondence for the development office with the exception of signatures.
  • Provide back-up functions on handling and setups for YWCA, in coordination with the YMCA and the Maintenance Department for all the spaces in the Program Building (Childcare and the Administrative Wing) and Bramwell House rooms.
  • Handle all rentals of YWCA spaces including dealing with customers, create and maintain procedures, collect all relevant information relating to the renting of the YW’s space by outside organizations.
  • Type general correspondence, memos, charts, tables, graphs, etc. Proofread copies for spelling, grammar and layout, making appropriate changes. Responsible for the accuracy and clarity of final copies and reports.
  • Coordinates special events for the CEO, the CFO and the COO.
  • Works with the Family Liaison/Office Manager on phone coverage and childcare coverage, as needed.
  • Other duties as assigned.
  • Three to five years of experience working directly with a CEO, a CFO or a COO, or in a comparable position dealing with sensitive information, and is accustomed to providing a level of service excellence as required by this position, personable and welcoming. Candidates should have a minimum of an Associate’s Degree in Business Administration, Management or a related field. A Bachelor’s degree in Business Administration or a related field is highly desired but not required.
  • Skilled at effectively presenting information and responding to questions from Executive Leadership Team: (Chief Executive Officer, Chief Financial Officer, Chief Operating Officer, Director of Development and Board Members.
  • Must be detailed-orientated.
  • Must be able to handle multiple projects/tasks simultaneously while meeting deadlines and work in a fast-paced environment.
  • Must be Proficient with Word, Excel, PowerPoint and Outlook.
  • Exceptional people skills and interpersonal skills with individual teams.
  • Effective verbal and written communication skills.
  • Strong work ethic and time management skills.
  • Ability to meet deadlines.
  • Confidentiality, integrity, results-driven and problem solving abilities.
  • Understand and support the mission of the YWCA.
  • Excellent interpersonal skills – able to interact professionally on the phone and in person.
  • Excellent verbal and written communication skills.
  • Excellent in organizational, prioritizing and handling multiple tasks.
  • Ability to work independently and to function as a member of the Executive Leadership Team, and the Senior Leadership Team and must be a team player.
  • Computer skills including word processing, spreadsheets, databases, internet and the ability to learn new software programs as needed.


Required Knowledge

To perform this job satisfactorily, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability, and environmental conditions required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Three to five years of experience working directly with a CEO, a CFO or a COO, or in a comparable position dealing with sensitive information, and is accustomed to providing a level of service excellence as required by this position, personable and welcoming. Candidates should have a minimum of an Associate’s Degree in Business Administration, Management or a related field. A Bachelor’s degree in Business Administration or a related field is highly desired but not required.
  • Skilled at effectively presenting information and responding to questions from Executive Leadership Team: (Chief Executive Officer, Chief Financial Officer, Chief Operating Officer, Director of Development and Board Members.
  • Must be detailed-orientated.
  • Must be able to handle multiple projects/tasks simultaneously while meeting deadlines and work in a fast-paced environment.
  • Must be Proficient with Word, Excel, PowerPoint and Outlook.
  • Exceptional people skills and interpersonal skills with individual teams.
  • Effective verbal and written communication skills.
  • Strong work ethic and time management skills.
  • Ability to meet deadlines.
  • Confidentiality, integrity, results-driven and problem solving abilities.


Skills and Requirements

  • Understand and support the mission of the YWCA.
  • Excellent interpersonal skills – able to interact professionally on the phone and in person.
  • Excellent verbal and written communication skills.
  • Excellent in organizational, prioritizing and handling multiple tasks.
  • Ability to work independently and to function as a member of the Executive Leadership Team, and the Senior Leadership Team and must be a team player.
  • Computer skills including word processing, spreadsheets, databases, internet and the ability to learn new software programs as needed.
  • College degree in Business Administration or related field preferred but not required.


The salary range for this position is $38,000 - $40,000.To apply please send cover letter and resume to mruggeri@ywcaprinceton.org



100 Campus Town Circle | Suite 103 #2050 | Ewing, NJ 08638  

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