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Administrative Coordinator to CEO

2 months ago

Boca Raton, Florida, United States YMCA of South Palm Beach County Full time
Job OverviewPosition Details

Experience Level
Experienced

Work Location
Association Office

Compensation
$43,000 - $45,000.00 per year

Position Summary:

The YMCA of South Palm Beach County is seeking an Administrative Coordinator to the President/CEO. This role is essential in supporting the mission of the Y, a prominent nonprofit organization dedicated to enhancing community through youth development, healthy living, and social responsibility. The Administrative Coordinator will play a vital role in fostering a cause-driven environment that is inclusive, authentic, optimistic, supportive, and resolute, while providing high-level administrative assistance to the CEO, Board Chair, and designated executive team members.

Our Organizational Culture:
At the Y, our mission and core values are embodied in our culture. We are committed to strengthening communities with intention and purpose. We are inclusive: welcoming all individuals. We are authentic: valuing each person's uniqueness. We are optimistic: believing in the potential of every individual to make a difference. We are supportive: assisting in personal growth and development. We are resolute: dedicated to making our community stronger, starting with you.

Key Responsibilities:
  1. Act as the primary liaison for the President/CEO with internal staff, members, volunteers, and board members.
  2. Oversee the scheduling for the CEO and assigned executive staff.
  3. Manage incoming communications to the CEO's office.
  4. Draft and refine correspondence, presentations, and various documents, ensuring clarity and appropriate tone.
  5. Coordinate annual schedules for Board of Directors and management meetings, maintaining accurate minutes.
  6. Align yearly calendars with branches and manage entries in Outlook.
  7. Facilitate meetings for committees, public officials, and other groups.
  8. Organize monthly Trustee meetings, including logistics and presentations.
  9. Plan and coordinate travel arrangements for the President/CEO and Senior Staff for conferences, including expense reporting.
  10. Lead the planning and execution of large-scale events, such as retreats and joint meetings.
  11. Maintain databases for reports, committees, and communications.
  12. Exercise discretion and independent judgment in handling confidential information.
  13. Compile data for national statistical reports and strategic plans.
  14. Maintain organizational charts and lists of Boards and Trustees.
  15. Manage office supplies and business materials for administrative functions.
  16. Welcome and assist visitors at the Association Office.
  17. Serve as the backup for mail distribution for staff.
  18. Perform additional duties as required.
Qualifications:

Required Qualifications:
  • Bachelor's degree in social services, business, or a related field preferred.
  • YMCA Team Leader certification preferred.
  • Minimum of three years of experience supporting high-level executives, ideally in a nonprofit context.
  • Proficient in computer applications, particularly MS Office Suite.
  • Experience engaging with diverse populations and individuals at various organizational levels.
  • Understanding of volunteerism's role within the YMCA.
  • Familiarity with office operations and procedures.
  • Strong organizational, planning, and communication skills, with a keen attention to detail.
  • Demonstrated professionalism, integrity, and ability to maintain confidentiality.
  • Ability to adapt and exercise sound judgment in decision-making.