Executive Assistant to the President and CEO

Job DetailsLevel: ExperiencedJob Location: 280 MERRIMACK STREET SUITE 500 - LAWRENCE, MA 01843Position Type: Full TimeSalary Range: $75,000.00 - $90,000.00 SalaryJob Purpose:
- The Executive Assistant to the President and CEO at Merrimack Valley YMCA will provide high-level administrative support to ensure efficient operation and management of executive functions. This role is crucial in facilitating communication and coordination within the organization and externally, representing the President and CEO in various capacities.

Email & Communications Management

Monitor, organize, and triage incoming communications and correspondence.
Identify urgent and high-priority matters requiring the CEO's attention.
Draft routine correspondence and responses on behalf of the CEO.
Prepare thank-you notes, recognition letters, stakeholder correspondence, and other communications.
Coordinate communications with Board members, community partners, donors, and external stakeholders.
Maintain CEO contact lists and stakeholder databases.
Track pending responses, commitments, and follow-up communications.

Meeting & Leadership Support

Coordinate executive leadership and organizational meetings.
Develop meeting agendas and gather and distribute supporting materials.
Prepare briefing documents and background information for meetings.
Take meeting notes and prepare minutes as appropriate.
Document decisions, action items, owners, and deadlines.
Monitor follow-up assignments and ensure accountability for commitments.
Collect departmental updates and reports for leadership meetings.
Facilitate communication and coordination among departments.

Board of Directors & Governance Support

Coordinate logistics and scheduling for Board of Directors meetings and committee meetings.
Prepare and distribute board packets, agendas, presentations, and supporting materials.
Manage Board calendars and communications.
Track Board action items, decisions, and deadlines.
Maintain accurate Board records and governance documentation.
Assist with Board orientation materials and onboarding.
Support governance-related administrative activities and special projects.
Ensure confidential Board information and records are appropriately maintained.

Project & Task Management

Maintain systems for tracking CEO projects, organizational priorities, strategic initiatives, and milestones.
Develop and maintain action-item dashboards and project tracking tools.
Follow up with department leaders regarding assignments, deliverables, and deadlines.
Monitor progress on strategic and cross-functional initiatives.
Prepare status updates and reports for the CEO.
Identify issues, delays, and emerging concerns requiring executive attention.
Coordinate cross-functional projects and ensure timely completion of assigned actions.
Promote accountability and follow-through across the organization.

Fundraising & Donor Relations Support

Schedule and coordinate donor meetings and engagements.
Maintain accurate donor relationship records and communication calendars.
Prepare donor briefing materials and background information.
Coordinate donor stewardship activities and follow-up.
Draft donor thank-you letters and acknowledgments.
Track donor commitments and outstanding follow-up items.
Assist with fundraising events and related logistics.
Support the CEO's donor and development activities as needed.

Community & Stakeholder Relations

Coordinate meetings and communications with community leaders, partners, and external organizations.
Manage requests and inquiries from community partners and stakeholders.
Track partnership opportunities and follow-up activities.
Prepare stakeholder briefing materials and meeting information.
Coordinate the CEO's participation in community events and organizational activities.
Manage invitations, RSVPs, and event communications.
Maintain accurate relationship and stakeholder databases.

Administrative & Office Operations

Process expense reports and coordinate expense-related documentation.
Manage purchase requests, approvals, and administrative processes.
Coordinate office logistics and administrative needs for the CEO.
Maintain confidential files, records, and documents.
Organize and maintain digital and physical filing systems.
Manage subscriptions, memberships, and related renewals.
Track contracts requiring review, approval, or renewal.
Coordinate technology, equipment, and other executive office needs.
Provide legal documentation support and assist with miscellaneous administrative projects.

Event & Travel Coordination

Arrange flights, hotels, ground transportation, and other travel accommodations.
Prepare detailed travel itineraries and supporting materials.
Coordinate conference registrations and event participation.
Manage logistics for organizational and executive events.
Track event deadlines, registrations, and deliverables.
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