Benefits:

Employee discounts

Free uniforms

Wellness resources

POSITION SUMMARY:

As the nation’s leading nonprofit organization committed to strengthening communities through youth development, healthy living and social responsibility, the Y offers more than just a job. The Executive Assistant, under the direct supervision of the Chief Executive Officer, will deliver administrative tasks with a goal of providing support to the Family YMCA Directors. This role will also support Marketing, Staff On-Boarding, Annual Giving Campaign, Capital Campaign, and Special Event efforts. The Executive Assistant works collaboratively, cross-branch and cross-departmentally to support strong staff teams, boards, foster strong relationships and coordinate strategies and approaches to ensure successful fundraising, volunteer and donor engagement.

KNOW HOW/REQUIREMENTS:

· Administrative skills needed for this position include computer skills, personnel management skills, organizational skills, scheduling and record keeping skills

· Ability to create professionally looking promotional pieces for use in the building, including social media

· Strong interpersonal skills, including ability to work with a team & meet their marketing/communication needs

· Exemplary human relation and motivational skills are needed.

· Minimum age 21 with high school diploma or equivalent

ESSENTIAL FUNCTIONS:

· Uphold the mission of the YMCA, and demonstrate behaviors that reflect a determined, nurturing, genuine, hopeful, and welcoming nature.

· Upholds the Mission and Philosophy of the Family YMCA of Black Hawk County.

· Responsible for general office duties including data entry, processing banking accounts, mailings, storage and filing to support the Association.

· Provide support of all annual development activities including special events and trainings.

· Work in concert with team for Fiscal Management, Human Resources, and Operations Policies and Procedures.

· Maintain a positive working relationship with fellow staff and members of all ages and background.

· Work closely with a support team to ensure all volunteer and donor data systems are up to date and all information is accurately captured, tracked and evaluated primarily for moves management but also for timely communications and gift acknowledgements.

· Research prospects to ensure effective cultivation and solicitation, utilizing our membership, donor, and alumni base, as well as identifying new prospects for Annual Campaign, Heritage Club, Capital Projects, and additional fundraising efforts

· Provide leadership and identify prospects for planned gifts, continuing the growth of revenue and participation in the Heritage Club

· Provide administrative support to the BHCY Leadership Team to include budget variances, HR, written and social media communications, invoicing, program metrics, incident reports, supplies, etc.

· Develop and implement tracking processes for workflows to ensure projects of the CEO are completed timely and efficiently to include staff onboarding, training schedules, proper hiring procedures, etc.

· Maintain Association Training Checklist for Leadership Staff

· Ensure Department supplies are available through appropriate channels and accounted for to include: Office Supplies, Uniforms, Programs Supplies, etc

· Collections manager, membership/program check & balance, deposits and bank reconciliation.

· Communicates directly, and on behalf of the Chief Executive Officer, with Board members, donors, staff, and others, on matters related to the YMCA.

· In conjunction with Member Engagement Director and CEO, design and implement communications appropriate to donor cultivation and stewardship

· Provides support for all branch board functions (meeting notices, minutes, etc.)

· In Conjunction with Member Engagement Director, Coordinate branch communication and marketing materials, both written, social media, signage, facility branding

· Assists with branch financial components (Petty Cash, Bank Deposits, CBT statements, invoicing, etc.)

· Work with the staff team to promote activities in the facility

· Other office/administrative duties as assigned

· Assist in HR related functions as assigned by CEO

SCOPE OF RESPONSIBILITIES:

· Supports an Annual Campaign, Capital Campaign, Donor and Special event recognition including volunteer communication, pledge entry, and updated records

· Assists in marketing efforts under the direction of the Leadership Team and the Association

· Assists with HR support for a branch staff of 18 FT & 140 PT (Payroll, On-Boarding, Timecard policy, etc.)

· Supports Corporate and branch board with 28 current members (monthly correspondence – agenda’s, minutes, attendance, metrics, etc.)

· Produces a weekly update for the branch

Additional Duties:

It is important that the individual has the ability to interact with a variety of people of all ages and personalities. They must be able to communicate the mission, goals, and policies of the YMCA to the members and participants. Responsible for analyzing complex problems in a restricted functional area, and for originating and recommending improvements in methods and procedures. Requires considerable attention and alertness with frequent periods of concentration. Do your job well, be at work on time, on a regular basis, and understand all of your responsibilities. Continue to improve your knowledge, your skills, and always be thinking of ways you can do your job better.

Education/Skills/Experience:

Education requirements: High school diploma or equivalent.