Executive Assistant to the President/CEO

Our Mission
YMCA Buffalo Niagara is a charitable, community-based organization committed to providing programs designed to build a healthy spirit, mind, and body for all.
Professional Full-Time Compensation & Benefits Highlights
The following comprehensive benefits package is offered to professional full-time employees and is designed to support your health, financial security, and professional growth:
• Free health insurance
• Employer-paid group term life insurance (1x annual salary)
• Employer-paid long-term disability coverage
• Employee Assistance Program (EAP) through Child & Family Services
• A variety of voluntary benefit options
Employees are immediately eligible to enroll and contribute to the Y Retirement Fund 403(b) plan, with a generous 12% employer-paid contribution after eligibility requirements are met.
Our comprehensive paid time off program includes personal time off, holidays, and sick leave.
Staff receive a complimentary YMCA Buffalo Niagara membership and program discounts.
Additional benefits include ongoing training, an extensive leadership development program, and opportunities for career advancement.


Applications must include a cover letter and resume to be considered.

POSITION SUMMARY:

The Executive Assistant to the President/CEO serves as a strategic partner to the President/CEO and is responsible for coordinating executive priorities, supporting board governance, supporting the senior leadership team, and advancing organizational effectiveness across YMCA Buffalo Niagara. This position serves as a central point of coordination between the Office of the President, Board of Directors, Senior Leadership Team, volunteers, and community stakeholders to ensure strategic initiatives, governance activities, and organizational priorities are effectively executed.

ESSENTIAL FUNCTIONS:
Executive Operations and CEO Support
• Provide comprehensive administrative support to the President & CEO, including managing calendars, scheduling meetings, coordinating travel, and prioritizing requests and commitments.
• Serve as the primary point of contact for the President & CEO, screening communications and ensuring timely responses to inquiries.
• Prepare correspondence, presentations, reports, agendas, meeting materials, and other executive documents.
• Maintain confidential and sensitive information with the highest level of discretion and professionalism.
• Coordinate executive meetings and follow up on action items to ensure completion.
• Draft and manage executive communications on behalf of the President/CEO.

Board Governance & Volunteer Leadership
• Serve as the primary administrative liaison to the Board of Directors and designated board committees.
• Coordinate board and committee meetings, including scheduling, logistics, agenda preparation, distribution of materials, and meeting support.
• Record, prepare, and maintain accurate board and committee minutes and official governance records.
• Coordinate follow-up actions resulting from Board and committee meetings.
• Support board recruitment, onboarding, orientation, and volunteer engagement.
• Maintain board records, policies, bylaws, resolutions, and related governance materials.
• Support committees led by members of the senior leadership team, including Executive, Governance, Finance, Properties, HR, Financial Development, and other committees as assigned.

Strategic Planning and Organizational Effectiveness
• Support the implementation and monitoring of strategic initiatives and organizational priorities.
• Create and maintain organizational dashboards, scorecards, and executive reporting systems.
• Support annual planning and the organizational goal-setting process.
• Track deadlines, deliverables, and organizational priorities to ensure timely completion.

Relationship Management
• Maintain positive and professional relationships with staff, volunteers, donors, community leaders, and external partners.
• Represent the Office of the President & CEO with professionalism and exceptional customer service.
• Assist in coordinating executive events, community engagements, and stakeholder meetings.

Office Administration
• Maintain filing systems, records retention practices, and organizational documentation.
• Oversee administrative processes and procedures that support executive office operations.
• Coordinate purchasing, invoices, expense reporting, and other administrative functions related to the executive office.
• Ensure the efficient operation of the President & CEO's office and related administrative activities.

Senior Leadership Team Coordination
• Support planning, facilitation, and f