Executive Assistant (Part-Time)

YMCA • Part-time • Madison, Alabama, United States • 1m ago

Support our CEO & CDO at the center of strategy and impact—apply as Executive Assistant!

Job Description

This position supports the work of the Y, a leading nonprofit, charitable organization committed to strengthening community through youth development, healthy living and social responsibility. The Executive Assistant provides high-level administrative support to both the CEO and CDO, ensuring smooth daily operations, efficient workflow, and proactive coordination across organizational priorities. This position requires exceptional organizational skills, strong judgment, discretion with sensitive information, and the ability to anticipate needs in a fast-paced, mission-driven environment.

Qualifications

Minimum of 5 years of executive-level administrative experience; nonprofit experience preferred.
Bachelor’s degree or equivalent experience.
Exceptional organizational and time management skills with the ability to manage multiple priorities.
Strong written and verbal communication skills.
Proficiency in Microsoft Office Suite, Google Workspace, and CRM/donor databases.
Ability to maintain strict confidentiality and exercise sound judgment.
Self-starter with the ability to anticipate needs and work independently.
Flexible and adaptable, with a high level of professionalism.

Essential Functions

Administrative Support for the CEO & CDO

Manage complex calendars, scheduling meetings, conference calls, and travel arrangements.
Screen and prioritize incoming communications (emails, calls, mail) and respond on behalf of executives when appropriate.
Draft, proofread, and prepare correspondence, presentations, and reports.
Coordinate Board of Directors communications and meeting materials in partnership with the CEO’s office.
Support the CDO with donor meeting preparation, follow-up correspondence, and fundraising event logistics.

Meeting & Event Coordination

Prepare agendas, take accurate meeting notes, and track action items to ensure timely follow-up.
Coordinate logistics for executive meetings, board sessions, and special events.
Maintain contact lists and relationship management databases for executives’ key stakeholders.
Assist with the planning, organizing and execution of fundraising events that align with the YMCA’s mission and annual development goals.
Assist the Chief Development Officer in creating and implementing Branch Campaigns in partnership with the Association and Branch Boards, volunteers, staff, program participants and members, all working collaboratively to reach a specific goal, as defined by the Association operating budget.

Information & Project Management

Maintain confidential files and records.
Assist with special projects, research assignments, and cross-departmental initiatives.
Monitor deadlines, deliverables, and priorities to ensure executives remain on track.

Organizational Representation

Serve as the first point of contact for the CEO’s and CDO’s offices, providing excellent customer service to internal and external stakeholders.
Build strong working relationships with staff, board members, donors, and community partners.

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