Executive Assistant

YWCA Nashville & Middle Tennessee

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Job Summary

Position Summary

The position provides services essential to the mission of the organization and the day-to-day operation of the office of the CEO. The position also supports the YWCA of Nashville and Middle Tennessee’s Board of Directors and other special committees and task forces as determined by the CEO. Additionally, the position supports the activities of the office of the CEO by maintaining good relations with the YWCA’s business partners, donors, public officials, and other business leaders.

Relationships and Contacts:

• Within the organization: Initiates and maintains frequent close relationships with the Chief Operating Officer, Vice Presidents, Directors, and other staff
• Outside the organization: Initiates and maintains frequent close relationships with Board Members, donors, YWCA’s business partners, donors, Women’s President Organization, public officials, and other business leaders.

Job Responsibilities

Position Responsibilities:

Essential Responsibilities:

• Manages the day-to-day administrative affairs of the CEO’s office. Schedules all appointments and other commitments. Provides the CEO with background information and/or supporting documents in preparation for scheduled appointments, meetings, speaking engagements, interviews, and presentations.
• Maintains an efficient flow of information between all levels of the CEO’s internal and external contacts on a wide spectrum of the organization’s plans and priorities.
• Screens incoming calls to the CEO, determining the nature of the call and whether or not it requires the attention of the CEO. Whenever possible respond to the caller directly based on knowledge of the CEO’s preferences, office functions, policy, priorities, availability, etc.
• Processes all incoming correspondence received in the CEO’s office prioritizing and determining its disposition. Direct mail to appropriate internal staff with instructions and/or suggestions for preparation of reply. Draft responses for the CEO’s signature based on knowledge of their activities, interests, priorities, issues, etc.
• Reviews, proofreads, and formats all correspondence prepared for the CEO’s signature to ensure accuracy and completeness as well as consistency with organizational policy. Follows up with staff to ensure deadlines are met. Review other prepared documents requiring the CEO’s signature.
• Makes and reviews all travel arrangements for the CEO; prepares the itinerary, confirms lodging and transportation, and processes travel reconciliation.
• Prepares and distributes relevant materials to Board members in advance of the Board of Directors meetings. Takes minutes at Board meetings and provides support to Board committees as needed.
• Prepares and distributes relevant materials to members of the Women Presidents’ Organization in advance of scheduled meetings. Provides other support and communications as needed.

Additional Responsibilities:

• Follow up on contacts made by the CEO and support the cultivation of ongoing relationships.
• Attend YWCA meetings and Board of Directors meetings, serving as a backup to the Secretary of Board recording attendance and minutes, and represent the YWCA in the community, as requested.
• Maintains files used by the office of the CEO and corporate files of the organization, modifying when necessary and applying rules pertaining to retention and disposition.
• Responds to and handles confidential and sensitive information with poise, tact, and diplomacy.
• Perform other duties as assigned.

Qualifications

Minimum Requirements:

Education and Experience
The position requires a Bachelor’s degree and three to five years of experience in supporting a senior-level executive or an Associate’s degree with more than five plus years of experience in executive assistant-related work.

Physical Requirements:

• Ability to sit for extended periods of time working on the computer
• Requires visual acuity to determine accuracy, neatness, and thoroughness of assigned work
• Requires talking/listing, pulling/pushing, stooping, and lifting up to 20 pounds
• Extended working hours and travel may be necessary

Other Requirements:
The position requires the incumbent to have a valid driver’s license, vehicle insurance, and a clean driving record for the last three years.

Skill Competencies:

• Demonstrated ability to work with executives and coordinate a high volume of diverse assignments.
• Adapts to changes in the work environment, manages competing demands, and is able to deal with frequent changes, delays, or unexpected events.
• Demonstrated ability to maintain confidentiality and use good judgment in making independent decisions with a high degree of tact and diplomacy.
• Ability to maintain a rational and objective demeanor when faced with stressful or emotional situations or people.
• Excellent organizational and time management skills
• Effective verbal and written communication skills
• Excellent interpersonal and relationship-building skills
• High follow-through with excellent attention to detail
• Computer literate strong proficiency in technology and software programs
• Strong belief in the YWCA and its ability to convey its importance

The YWCA of Nashville and Middle Tennessee reserves the right to modify, interpret, or apply this job description in any way the organization desires. This job description in no way implies that these are the only duties, including essential duties, to be performed by the employee occupying this position. This job description is not an employment contract, implied or otherwise. The employment relationship remains “At will.” The aforementioned job requirements are subject to change to reasonably accommodate qualified individuals with disabilities.

Additional Information

Benefits

How to Apply

For faster consideration, please use the link below to apply:

https://apply.appone.com/job/6499cd0697760f083baecc5e

Details

• Date Posted: August 29, 2023
• Type: Full-Time
• Job Function: Administrative
• Service Area: Social / Human Services
• Start Date: 08/28/2023
• Salary Range: $60,000-$70,000
• Working Hours: 40 hrs/wk