Executive Assistant

Reports to: Executive Director

Wage range: $23-$25/hour

Scope of Position: The Executive Assistant provides primary, confidential and administrative support to the YWCA NCW executive director (ED). The executive assistant works with the ED to monitor operation expenses, serve as a liaison between YWCA NCW Board of Directors and the ED, coordinates use of the community space, The Women’s Empowerment Center (WEC), coordinates volunteer opportunities across all programs, manages workflow and special projects and ensure critical processes and services are maintained and delivered. This position requires a strong customer service orientation, tact and a commitment to diversity, equity and inclusion practices.

Essential Duties and Accountabilities:

  • Provide confidential administrative support for the ED and other YWCA NCW staff as assigned on matters related to personnel, budget, evaluation, confidential communications and other aspects of YWCA NCW’s day-to-day operation.

  • Demonstrate respectful and inclusive communication and commitment to ongoing learning and engagement with diversity, inclusion and equity practices.

  • Serve as liaison between the ED with various constituents on matters related to YWCA NCW business, policies, procedures, budgets, contracts, purchasing, special events and calendar development.

  • Act as a liaison for the ED with YWCA NCW community, partners, stakeholders, and state and federal agencies.

  • Oversee the office management, day-to-day operation, and workflow process for the ED and other YWCA NCW staff as assigned.

  • Compose correspondence, drafts of reports, monthly reports, acknowledgements, confidential and sensitive materials; sign correspondence as appropriate.

  • Prepare background information in preparation of ED’s professional commitments; keep ED’s calendar and establish priorities; make travel arrangements and prepare travel documents, coordinate arrangements for meetings at destination; screen, prioritize and distribute mail.

  • Perform complex tasks on word processing, graphics, statistical spreadsheets, PowerPoint presentations, and database work. Understand, apply and stays current with computer technology applications and software.

  • Produce and coordinate reports as required i.e.; EFSP

  • Interpret and apply internal administrative policies consistent with goals, objectives, and policies of YWCA NCW.

  • Provide administrative support to board of directors. In that role, develop, seek input for and distribute agendas, prepare meeting spaces, and take accurate and timely minutes. Also, prepare drafts of documents being developed, manage files, and coordinate activities and information for all board activities.

  • Support deputy director to coordinate YWCA NCW communications and publications adhering to industry standards. Work closely with the ED, deputy director and staff in developing necessary publications such as brochures, annual reports, appeal cards, letters, and other various essential publications. Also update website and social media as needed.

  • Manage database files and correspondence with donors and volunteers in a manner that builds relationships and feelings of affinity for YWCA NCW over time.

  • Work with other YWCA NCW staff, departments, and community organizations on special projects as needed.

  • Process gifts, address updates, and other information into appropriate database software in a timely manner, on a regular basis.

  • Coordinate ED and other staff as needed, and board volunteer workflow, hours and other duties as needed.

  • May supervise and direct the work of assigned staff to ensure efficiency, harmony and service to donors, volunteers, and community partners. Work with all staff to assure that priorities are established and deadlines are met.

  • Provide high quality customer service and diplomacy at all times.

  • Assume other related duties as assigned.

Required Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements below are representative of the knowledge, skill and/or ability required.

  • Excellent interpersonal and communication skills, including the ability to engage with diverse populations and build relationships with community partners.

  • Ability to problem-solve and adapt to changing program needs and priorities.

  • Sensitivity to issues of confidentiality, privacy, and cultural diversity.

  • Demonstrated commitment to working inclusively with people of diverse backgrounds, races, religious beliefs, ethnicities, and sexual orientation.

  • Attention to detail and organizational skills.

  • Effective verbal and written communication skills.

  • Excellent skills with the use of the internet and basic computer programs (Microsoft365).

  • Comply with all policies, procedures and protocols of the agency.

  • Valid Driver’s License

Language Skills – Ability to communicate effectively with staff and team members. Must be able to read and understand documents such as policies and procedures such as safety rules, operations, instruction and procedure manuals. Priority is given to applicants who are bi-lingual/bi-cultural Spanish speaking.

Reasoning Ability – Ability to prioritize, problem solve and make appropriate decisions.

Physical Demands – While performing duties of this job, the position may require lifting up to 50 pounds, on occasion.

Work Environment – The job is performed in a regulated environment within the building and may be in an outside environment for up to an 8-hour shift. May require evenings and/or weekends.