POSITION DETAILS
Job Title: Executive Assistant to the CEO
Status: Full Time Non-Exempt
Department: Administration
Reports to: Chief Executive Officer (CEO)
POSITION SUMMARY:
The Executive Assistant to the CEO serves as a strategic partner to the Chief Executive Officer, with primary responsibility for anticipating needs, protecting executive capacity, and ensuring the CEO’s time, energy, and focus are aligned with the YMCA’s highest priorities. This role is designed to reduce CEO workload, prevent burnout, and enhance executive effectiveness by proactively managing priorities, schedules, relationships, and follow-through without reliance on task lists or repeated direction.
Beyond administrative support, this position requires sound judgment, executive-level professionalism, and the ability to think ahead, connect dots, and independently own outcomes. The Executive Assistant ensures the CEO’s day, week, and commitments are intentionally structured for success, that people-centered responsibilities are well supported, and that the CEO is able to lead without unnecessary after-hours, weekend, holiday, or vacation work.
Guided by the YMCA’s core values—Caring, Honesty, Respect, and Responsibility—this role models professionalism, discretion, and proactive leadership in all interactions with Board members, staff, volunteers, and community partners as we foster a culture that is Welcome, Genuine, Hopeful, Nurturing, and Determined.
KEY RESPONSIBILITIES:
Executive Prioritization and Anticipation:
- Proactively anticipate the CEO’s needs by understanding priorities, rhythms, leadership responsibilities, and decision-making patterns.
- Independently identify tasks, preparation needs, follow-ups, and schedule adjustments without requiring written task lists.
- Regularly look ahead to upcoming days, weeks, and months to identify potential issues, preparation needs, or opportunities to streamline workload.
Strategic Calendar and Time Management:
- Actively manage the CEO’s calendar to ensure days and weeks are intentionally designed for effectiveness, not just filled with meetings.
- Build in preparation time, transition buffers, and recovery time as appropriate.
- Identify opportunities to shift, shorten, consolidate, or delegate meetings to reduce excessive work hours.
- Proactively recommend schedule changes to protect evenings, weekends, holidays, vacations, and personal time.
Meeting, Board, and Event Readiness:
- Fully own preparation for meetings, Board functions, and events from start to finish.
- Draft agendas independently, send them to the CEO for review, incorporate feedback, and distribute finalized materials without prompting.
- Anticipate materials, talking points, logistics, and follow-up needed for meetings and events.
- During events, support the CEO by:
- Ensuring opportunities to connect with key individuals (e.g., board members, donors, staff, volunteers)
- Managing timing and flow so commitments are honored
- Handling logistics so the CEO can focus on relationships and leadership presence
- People-Centered Executive Support:
- Ensure the “people functions” of the CEO role are well supported, including:
- Staff recognition and celebrations
- Board and volunteer communication and follow-up
- Relationship-building touchpoints that might otherwise be missed due to time constraints
- Independently manage planning, scheduling, and follow-through so these responsibilities do not fall back to the CEO.
Energy, Sustainability, and Boundary Protection:
- Actively support the CEO’s sustainability by recognizing when workload, schedule, or expectations need adjustment.
- Help protect time off by ensuring appropriate coverage, communication plans, and follow-up processes are in place.
- Identify tasks or expectations that can be shifted or handled by others to prevent overextension.
Executive Communication and Representation:
- Represent the CEO and the YMCA with polished, executive-level professionalism in all written and verbal communication.
- Draft and manage communications on behalf of the CEO with Board members, volunteers, and partners with clarity, confidence, and discretion.
- Ensure appropriate CEO visibility on communications initiated by CEO direction, without unnecessary over-communication.
Ownership and Accountability
- Take full ownership of assigned and implied responsibilities from initiation through completion.
- Track follow-up items independently and close loops without being asked.
- Communicate progress, completion, or barriers proactively so the CEO does not need to chase updates.
YMCA COMPETENCY AREAS:
- Executive Judgment & Anticipation: Demonstrates the ability to think ahead, anticipate the CEO’s needs, and make sound decisions that support executive effectiveness without requiring detailed instruction or task lists.
- Strategic Organization & Time Stewardship: Manages priorities, schedules, and commitments in a way that maximizes impact, reduces unnecessary workload, and supports the CEO’s sustainability and effectiveness.
- Communication & Influence: Writes and speaks with clarity, confidence, and executive-level professionalism, appropriately representing the CEO and the YMCA in all interactions.
- Ownership & Accountability: Demonstrates full ownership of responsibilities from start to finish, follows through consistently, and independently closes loops without requiring reminders.
- Emotional Maturity: Exercises discretion, sound judgment, and professionalism when handling confidential information, sensitive situations, and high-level relationships.
- Collaboration with Boundaries: Builds positive working relationships across departments while honoring role clarity, escalation protocols, and executive priorities.
QUALIFICATIONS:
- Bachelor’s degree in business, social services, nonprofit management, or related field preferred.
- Five or more years of experience as an executive assistant or high-level administrative support, preferably in a nonprofit setting.
- Proficient in Microsoft Office and standard business software.
- Excellent organizational and communication skills, both written and verbal.
- High attention to detail and ability to manage multiple priorities and deadlines.
- Ability to maintain confidentiality, discretion, and professionalism at all times.
- Experience working with diverse populations.
- YMCA Team Leader Certification preferred.
- Understands that the YMCA is a public accommodation committed to compliance with the Americans with Disabilities Act (ADA).
REQUIRED TRAINING AND CERTIFICATIONS:
(or willingness to complete within designated timeframe upon hire)
- YMCA-approved Bloodborne Pathogens Training
- Mandatory Child Abuse Reporting Certification
- Emergency Procedures Training
- CPR and First Aid Certification
WORK ENVIRONMENT AND PHYSICAL DEMANDS:
- Ability to use a computer, phone, and other office equipment for extended periods.
- Frequent sitting, reaching, and movement within an office and meeting environment.
- Work environment is fast-paced and may involve frequent interruptions, shifting priorities, and time sensitive requests.
- At times, particularly when the CEO is traveling, work pace may be slower and requires self-direction to complete tasks that proactively support the CEO’s role and upcoming priorities.
- Specific vision abilities include close vision, distance vision, and ability to adjust focus.
- Noise level in the environment is usually moderate.
- Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
IMPACT STATEMENT:
This role directly contributes to the Norm Waitt Sr. YMCA’s mission by serving as a strategic partner to the CEO, helping ensure the CEO’s time, energy, and focus are aligned with the organization’s highest priorities. By anticipating needs, supporting effective leadership, and strengthening executive capacity, the Executive Assistant enables strong governance, meaningful relationships, and sustainable organizational impact. Through professionalism, sound judgment, and proactive support, this role strengthens both our Siouxland community and the broader reach of the YMCA nationally.
