AO - Executive Administrative Assistant to the CEO

Provides general administrative support to the Chief Executive Officer and other Executive Staff as required, and manages the administrative staff, exercising independent discretion and independent judgment as needed.

Responsibilities/Duties:
Board Support:

• Manage logistics of the Board of Directors including maintaining corporate records: taking minutes of Board and Committee meetings, maintaining Board Bylaws, and Board policies and procedures, etc.
• Prepare for Board meetings work with Board Chair and CEO to ensure relevant information is ready and distributed to the Board of Directors prior to each meeting including:
• Prepare draft agendas and review with Board Chair and CEO for approval
• Prepare and send out meeting materials in advance and confirm attendance of members
• Take and transcribe meeting minutes, get approval from Secretary and maintain official book of meeting minutes including action items, resolutions, etc.
• Prepare for the Annual Meeting of the Board of Directors including venue selection, invitations and collection of rsvp lists, seating arrangements, preparation of annual meeting script to include installation of officers, Board member term renewals, recognition awards, preparation for incoming and outgoing chairs, preparation for other presentations as necessary
• Spearhead preparation of Annual Report of the YMCA of Orange County so that it is available for distribution at the Annual Meeting
• Ensure all items that are required on an annual basis are reviewed and/or approved by the Board of Directors.
• Approval of Annual Budget, Tax Return, and Annual Audit
• Monitor and ensure that items specific to current year are attended to appropriately
• Committee Support:
• Act as liaison and provide direct support for Committees of the Board of Directors for all committees, exercising discretion and independent judgment as necessary to resolve any issues that may arise.
• Manage logistics of committee meetings including:
• Coordinate with committee members to schedule committee meetings monthly, quarterly or as needed
• Prepare draft agenda for review and approval by committee chair and staff liaison
• Compile and distribute meeting material to all members in advance of meeting
• Ensure any annual requirements of any committee are property reviewed and approved as appropriate
• Prepare for meetings ensuring meeting room is reserved, food/beverage is provided as necessary, A/V equipment is available as necessary, and other preparation as necessary
• Confirm attendance by committee members
• Take and transcribe meeting minutes and maintain meeting records
• Disseminate post-meeting materials and information as needed
• Follow-up with committee chair and/or staff liaison as appropriate

CEO Support:

• Maintain, monitor and control calendar for President/CEO including meetings with Board members, Executive Management Team, committee meetings, staff meetings, all internal and external meetings
• Communicate on behalf of President/CEO with Board Chair and other members of the Board of Directors, Executive Management Team, etc., as applicable
• Act as liaison and provide direct support for meetings that support efforts of the President/CEO
• Review with President/CEO on a daily basis upcoming meetings and other items requiring the attention and action of the President/CEO
• Prepare correspondence and/or send emails on behalf of President/CEO
• Ensure strategic priorities are delivered in a unified manner and the mission and vision are immersed and evident throughout the Y organization.
• Ensure that Annual Report to Council for YMCA of the USA is completed on time with correct information and ensuring that all deadlines are met
• Communicate with YUSA for services needed and or information requested or required is provided
• General Administrative Support:
• Provide responsive member-focused service and support to the board members, vendors, government officials and staff. This can include but is not limited to the prompt and effective handling of all incoming and outgoing correspondence, communications with board members and other volunteers.
• Act as liaison and assist in maintaining collaborative relationships with community organizations, school districts and vendors.
• Effectively manage contracts associated with management, services and vendors includi