Executive Administrative Assistant

Join Our Team: Administrative Assistant to the COO & CFAO

We are excited to invite applications for the position of  Administrative Assistant, a crucial role that supports our executive leadership team. In this position, you will manage the schedules and communications of the Chief Operations Officer and Chief Financial and Administrative Officer, ensuring their time is utilized effectively.

Your contributions will be essential in streamlining executive functions and facilitating smooth operations, allowing our leaders to focus on strategic initiatives and organizational goals.

We welcome applicants from all backgrounds who are eager to make a meaningful impact in a collaborative environment. If you're ready to join our team, we encourage you to apply!

How You Will Make an Impact (Essential Functions)  

• Efficiently manage and coordinate daily schedules, appointments, and meetings for the COO and CFAO, proactively resolving any scheduling conflicts.
• Organize and orchestrate meetings and special events by preparing agendas, arranging logistics, and overseeing on-site arrangements.
• Oversee business travel for the executive team, including event registration, transportation, accommodations, and itinerary preparation, ensuring all travel arrangements are seamless and meticulously coordinated.
• Draft, review, and edit correspondence, reports, and presentations, maintaining the highest standards of accuracy and professionalism.
• Serve as the primary liaison between the executive team and internal/external stakeholders, facilitating effective communication and ensuring timely responses to inquiries and requests.
• Handle sensitive and confidential information with utmost discretion and professionalism, maintaining a high level of trust and integrity in all matters.
• Oversee day-to-day office operations, including the management of office supplies, equipment, and vendor relationships, to ensure a well-organized and efficient work environment.
• Maintain accurate and organized filing systems for both electronic and physical documents.
• Assist in preparing budgets and expense reports, monitoring and tracking expenditures to ensure adherence to budgetary guidelines and financial policies.
• Perform other duties as assigned, demonstrating flexibility and a proactive approach.

What You Bring to the Community Enterprise  

• Proven experience as an administrative assistant or in a similar executive support role, with 3-5 years in a high-level administrative capacity. 
• Ability to manage complex schedules and perform high-level administrative tasks with exceptional organizational skills. 
• Proficiency in office software (Microsoft Office Suite) and familiarity with office equipment and management systems. 
• Demonstrated ability to handle confidential information with integrity and discretion.
• You are Organized & Productive – You are an expert at planning projects and timelines and imparting those organizational needs to others to drive results.  
• You Cultivate Innovation – You are adept at creating new and better ways for the organization to be successful. 
• You are an Exceptional Communicator – You are an expert at developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences. 
• You Posses Organizational Savvy – You know how to maneuver comfortably through complex policy, process, and people-related organizational dynamics. 
• You are action-oriented and focus on results - You easily take on new opportunities and challenges with a sense of urgency and a solutions-oriented mindset. You have a record of consistently achieving results. 
• You Build Networks –You effectively build formal and informal relationships inside and outside the organization. 

Physical Requirements:  

While performing the duties of this job, the employee is regularly required to sit, stand, walk, bend, talk, and occasionally lift and/or move items, including equipment, furniture, and/or children. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. 

Work Location

55 North Interstate Highway 35, Austin, Texas 78702

About Us

The Greater Austin YMCA is a nonprofit community enterprise with a vision to cultivate thriving communities across Central Texas where every person benefits from an empowered and well-educated childhood, equitable access to opportunities, resulting in an elevated quality of life and the promise of a sustainable future. Founded in 1953 and anchored in three Central Texas counties, the Y has served close to 500,000 people and provided more than $30M in financial assistance and program subsidies over the past 10 years. We operate 8 community centers and Camp Moody along with 6 early childhood education centers, 60 afterschool programs on school campuses in four districts, and 20 summer camps, with 1500 staff team members, 1000 volunteers, and a $47M annual operating budget.

Additional Information:

The organization has reviewed this job description to ensure that essential functions and basic duties have been included. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills, and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate.

The Greater Austin YMCA provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state, and local laws. Greater Austin YMCA complies with applicable state and local laws governing non-discrimination in employment in every location in which we have employees. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

We Take Care of Our People

Our mission isn't just a statement--it's a guiding force that shapes our actions every day. Rooted in our unwavering commitment to serving our community and esteemed team members, our mission is a true way of life. We're passionate about fostering health and wellness for all, and we're truly excited to introduce the following comprehensive benefits package that has been thoughtfully designed to prioritize your well-being.

• Health Insurance: We provide comprehensive health coverage, including medical, dental, and vision plans, to ensure the well-being of our employees.
• Retirement Savings Plan: We offer a 12% employer-funded retirement plan upon meeting eligibility, empowering employees to plan for their future.
• Paid Time Off: Work-life integration is important to us, which is why we provide up to 48 days of paid time off over vacation, holidays, and sick leave.
• Additional Perks: Free household membership to facilities operated by the Greater Austin YMCA, which is worth $1,000 annually.

Pay Range

$60,000 - $65,000 annual salary, DOE