YWCA Metro St. Louis
The YWCA is the oldest and largest multicultural women’s organization in the world and is the preeminent provider of services for victims of domestic and sexual violence in the country. As an affiliate of the YWCA U.S.A., the YWCA Metro St. Louis works locally to implement the mission of the YWCA: Eliminating Racism and Empowering Women.
The Executive Assistant provides administrative support for the Chief Executive Officer, the Board of Directors and certain Board committees. Provides a high level of professionalism and customer service when dealing with a diverse group of internal and external contacts at all levels of the organization. This individual is the first point of contact for the CEO and requires excellent customer service and organizational skills and attention to details.
Acts as a liaison with other departments and outside agencies, including high level staff and the Board. Handles confidential and non-routine information on a regular basis.
Must be actively involved in Performance Quality Improvement processes and standards promoting excellent services to YWCA clients and help maintain an excellent work environment for all staff and volunteers.
Responsibilities
Plan, coordinate, and ensure the CEO’s schedule is followed and respected. Provide a “gatekeeper” and “gateway” role for direct access to the CEO’s time and office. Manage the CEO’s calendar, arrange meetings, and maintain constituent database record of her contacts and correspondence, providing context as needed to assist in discerning priorities among the many draws on her time.
Research, prioritize, and follow up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response using independent judgement in the absence of the CEO.
Serve as the liaison to the Board of Directors including preparing all documents for the Board of Directors, maintaining relationships with Members, monitoring the function and actions of the Board Committees, designing and implementing improvements to Board-related processes and systems, and planning Board meetings. Provides executive and Board member support on-site and off-site Board meetings, requiring local travel
Provide a bridge for smooth communication between the CEO’s office and internal teams; demonstrating leadership and discretion to maintain credibility, trust, and support with senior management and staff.
Must maintain confidentiality and handle sensitive information with a high level of discretion.
Serve as a partner in building the CEO’s external profile in representation of the organization.
Work with the CEO on fundraising duties and program issues; see yourself as an extension of the CEO’s office.
Draft CEO memos, emails, power-point presentations and other materials as needed; edit, proofread, and format confidential documents.
Work independently to plan and coordinate the CEO’s travel, analyzes expenses, prepares expense reports for executive and at times Board members, submit reports and invoices in an accurate and timely manner.
Organize and prioritize large volumes of information and calls.
Sort and distribute mail. Opens mail for the CEO. Drafts written responses or replies by phone or email when necessary. Responds to regularly occurring requests for information.
Answer phone for CEO. Takes messages or fields/answers all routine and non-routine questions. Work in cooperation with Chief Administrative Officer to cover phones.
Type general correspondence, memos, charts, tables, graphs, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
Coordinate special events for CEO.
Work with Chief Administrative Officer on phone coverage when needed.
Other duties assigned
Required Knowledge
To perform this job satisfactorily, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability, and environmental conditions required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Three to five years of experience working directly with a CEO or in a comparable position dealing with sensitive information, and is accustomed to providing a level of service excellence as required by this position, personable and welcoming. Candidates should have Bachelor’s Degree in Business Administration, Management or a related field.
Skilled at effectively presenting information and responding to questions from Executive Leadership Team:(Chief Executive Officer, Chief Human Resources Officer, Chief Development Officer, Chief Financial Officer, Chief Administrative Officer and Chief Program Officer) and Board Members.
Must be detailed-orientated.
Must be able to handle multiple projects/tasks simultaneously while meeting deadlines and work in a fast paced environment.
Must be Proficient with Word, Excel, PowerPoint and Outlook.
Exceptional people skills and interpersonal skills with individual teams.
Effective verbal and written communication skills.
Strong work ethic and time management skills.
Ability to meet deadlines.
Confidentiality, integrity, results-driven and problem solving abilities
Please submit an application through our website at www.ywcastlouis.org under the employment tab.
