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JOB TITLE: Executive Assistant to the CEO


Reports to: Chief Executive Officer

FLSA Classification/Job Grade: TBD
Department: Executive Office

JOB SUMMARY:

Provides professional administrative support to the Chief Executive Officer and the Board of Directors. Assists the Chief Executive Officer in the preparation of materials and reports for the Board of Directors. Organizes management projects that develop as a result of decisions made by Senior Leadership.

MINIMUM QUALIFICATIONS:

Bachelor’s Degree with three (3) years relevant experience and one (1) year supervisory/management experience OR Master’s Degree with one (1) year relevant experience and one (1) year supervisory experience.

KNOWLEDGE AND SKILLS:

This position requires professional level ability to interface with senior management and to work with a variety of staff and individuals both internally and externally. Excellent written communication, personal presentation and organizational skills required along with an acute sense of details. Proficiency with Microsoft Office products including Word, Excel, Access and PowerPoint. A strong commitment to customer service is essential. Ability to work independently with limited supervision. Experience in working with Boards and agencies in settings such as meetings and committees is preferred.

ESSENTIAL RESPONSIBILITIES:

• Provides general administrative support to the Chief Executive Officer.
• Organizes management projects, which develop as a result of decisions by Senior Directors or the Leadership Council and other duties as they pertain to the effective operation of the Executive Office.
• Assists the CEO in her role as Executive Officer of the Board with respect to the preparation of materials and reports for Board meetings and other Board events.
• Attends to the communication needs within the Association as assigned by the CEO.
• Assumes specific projects with definite time limits and responsibilities as assigned by the CEO.
• Attends certain meetings, with knowledge of the CEO’s role, so that appropriate follow-up can occur.
• Types, files, processes mail and completes office inventories.
• Maintains the calendar/schedule of the Chief Executive Officer.
• Maintains professional office decorum.
• Serves as senior administrative personnel for purposes of coordinating and/or directing association projects or tasks.
• Prepares and maintains travel itineraries for the Executive Office.
• Will assist in completing errands for purposes of Association business.
• Responsible for maintaining accurate record keeping for the Executive Office.
• Creates and deposits bank deposit packets
• Makes and tracks credit card expenditures, and codes expenses accurately for the CEO.
• Maintains high levels of consumer satisfaction.
• Must maintain a high level of confidentiality when working with sensitive and personal client, vendor, employee and contract information.
• Will work in conjunction with co-workers and management to achieve Affirmative Action goals
• Displays consistent professionalism and courtesy when interacting with internal and external customers.
• Promotes and supports the mission, imperative, values and goals of the YWCA while maintaining high performance standards.
• Participates in YWCA professional development opportunities successfully implementing new skills, knowledge and procedures.
• Performs other duties as directed within the scope of the Executive Office.

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS:

• Ability to lift, carry and otherwise move up to 15 pounds on a regular basis
• Ability to sit, stand, bend, kneel, reach, push, pull, or walk for various lengths of time throughout the day
• Ability to utilize computer equipment to complete daily work responsibilities
• Ability to operate fax/copy machines, telephone, calculator and general office equipment on a daily basis
• Daily work in an office environment and with occasional travel to other sites with exposure to weather conditions
• Available to work 7 hours per day and/or 35 hours per week or more as necessary to meet Association objectives.
• Ability to travel for meetings, agency trainings and other miscellaneous work assignments within or outside of Allegheny County.

The above statements reflect the general duties and responsibilities considered necessary to perform the essential functions of the job. This document should not be considered a fully detailed description of all the work requirements of the position. The YWCA Greater Pittsburgh may change the specific job duties with or without prior written notice based on the needs of the organization.

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Did you know?

According to the Center for Disease Control, African American women are over three times more likely to be murdered with a gun than white women.

Read more about YWCA's position on gun violence.


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