Executive Assistant to the CEO at YMCA of Greater Grand Rapids – Grand Rapids, Michigan

POSITION SUMMARY

The Executive Assistant to the CEO serves as a strategic partner to the Chief Executive Officer, ensuring the smooth operation of the executive office and maximizing leadership effectiveness. This role manages complex scheduling and executive priorities, coordinates governance processes with the Board of Directors, prepares executive communications, supports strategic initiatives, and serves as a key liaison between executive leadership, board members, staff, and community stakeholders.

As a member of the Executive Leadership Team (Leadership Level 10 – EOS framework), this role coordinates board and committee meetings, maintains governance documentation, supports board development and engagement, and manages logistics for internal and external leadership events.

This role also supports the management of the CEO/Administration budget, coordinates expense tracking, and assists with the CEO’s participation in community partnerships and leadership engagements.

This position requires strong organizational skills, sound judgment, high discretion, and the ability to anticipate needs and manage multiple priorities in a dynamic, fast-paced, mission-driven environment.

ESSENTIAL FUNCTIONS

Executive Office Management

• Coordinate workflow and projects for the CEO
• Develop project working drafts for the CEO’s review
• Initiate, draft, and provide letters, memos, and reports as required by the CEO
• Schedule meetings and appointments for the CEO
• Manage the CEO’s daily calendar
• Anticipate the needs of the CEO and proactively remove barriers to effective leadership and decision-making.

Meeting and Event Coordination

• Arrange notices, food service, equipment, confirmations of attendance, and reservations of appropriate spaces for meetings and events
• Respond to inquiries and requests not requiring the attention of the CEO
• Operate and maintain proficiency with office technology platforms including Microsoft Office, digital collaboration tools, and organizational systems used for communication, documentation, and scheduling.

Board Governance Support

• Maintain Association Board governance documents including Board Policies, Bylaws, Articles of Incorporation, and official resolutions.
• Attend, take minutes, and coordinate the work of all Board of Directors and Board designated Committees/Task Forces/Ad Hoc meetings (Board of Directors, Governance Committee, Childcare Committee, Diversity/Inclusion/Global Committee, Executive Committee, Finance/Investment/Audit Committee, Philanthropy Committee, Property/Asset Committee, Strategic Planning Committee, Leadership Committee)
• Serve as expert for Roberts Rules of Order
• Provide procedural guidance for board meetings and ensure meetings follow established governance and parliamentary procedures.

Board Development & Administration

• Coordinate and conduct the POLE Board Survey (every 2 years)
• Coordinate Association/Branch Boards’ Conflict of Interest Policy (annual)
• Coordinate Board Orientations (semi-annual)
• Coordinate New Branch Chair Orientation
• Survey exiting Association Board Members and coordinate recognition for Board members
• Assist with the Board of Directors Annual Campaign
• Maintain the Board of Directors list on the website

Leadership Team & Organizational Support

• Attend, participate, and document Leadership Level 10 (EOS) meetings and lead follow-up on key action items.
• Develop and monitor the CEO/Administration budget
• Allocate credit card receipts for the CEO and Executive Assistant to the CEO in Huntington Bank software

Community & Executive Engagement

• Develop and maintain strong professional relationships with board members, community leaders, and executive assistants across partner organizations to support the YMCA’s strategic priorities and community presence.
• Coordinate attendance at key community events, conferences and staff events
  (Econ Club, NAYDO, golf outings, YWCA Tribute, MI Leaders, General Assembly, etc.)
• Assist with the planning and execution of Full-Time Staff Retreats and town halls
• Support other members of the Executive Leadership Team (LL10) team as needed
• Perform additional duties as assigned to ensure the success of the YMCA and its mission-driven work.
• Perform additional duties as assigned to ensure the success of the YMCA and its mission-driven work.

COMPENSATION

$65,000 - $75,000 ; Salary, Exempt

BENEFITS

• Free YMCA Family Membership – Enjoy full access to facilities & program discounts for you and your family!
• 20% Childcare Discount – Discount is off the regular rate for each child enrolled in a YMCA childcare program, excluding the infant room.
• Comprehensive Medical Coverage – Up to 93% employer paid plan options through Blue Care Network.
• Dental and Vision Insurance – low-cost coverage options.
• Health Savings Account (HSA) – Receive up to $1,040 in employer contributions each year to help cover qualified medical expenses.
• Generous Paid Time Off – Beginning with 4 weeks of PTO per year, plus 9 paid holidays.
• Paid Parental Leave - Dedicated time off to support you during the arrival or adoption of a child.
• Retirement Savings – 12% employer retirement contribution, no match requirement (upon eligibility) and a 403(b) savings plan.
• Paid Disability Leave – short & long term disability coverage.
• Life Insurance – employer paid life insurance, plus voluntary coverage for the entire family.
• Optional Insurance – Customize your coverage with options like accident, hospital, pet, and legal insurance, plus more to fit your lifestyle and needs.
• Pay on Demand – Access your earned wages before payday.
• Professional Growth – Access to ongoing training, development programs, and career advancement opportunities.
• Loan Forgiveness - Eligible employees can also take advantage of Public Service Loan Forgiveness (PSLF).
• Employee Assistance Program (EAP) – Free, confidential resources and counseling for you and your family.

QUALIFICATIONS

• Education: Associate’s degree (AA, AS) from two-year college or technical school preferred but not required. Equivalent professional experience supporting senior leadership may be considered in lieu of formal education.
• Experience: Minimum of 5 years supporting senior leadership in an executive assistant, office manager, or executive operations role.
• Proven Expertise: Strong interpersonal, written, and verbal communication skills with exceptional time management and organizational ability. Demonstrated ability to manage confidential information with discretion in a fast-paced environment. Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and comfort learning and navigating digital collaboration platforms and software systems.
• Mission-Driven Leadership: A collaborative, proactive professional who demonstrates strong administrative leadership, professionalism, and the ability to work effectively with individuals from diverse backgrounds, communities, and leadership levels

CERTIFICATES AND LICENSES

• Cardiopulmonary Resuscitation (CPR) within the first 60 days
• First Aid Certification required within the first 60 days
• Blood Borne Pathogen training
• State of Michigan criminal background clearance (ICHAT)

WORK ENVIRONMENT AND PHYSICAL DEMANDS

The work environment and physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to communicate effectively to all levels of the organization.
• Ability to apply critical thinking skills to troubleshoot and perform root cause analysis.
• Ability to present data and concepts to large groups of people and be understood.
• Ability to add and subtract two digit numbers and to multiply and divide with 10's and 100's.
• Ability to apply common sense understanding in order to carry out instructions furnished in written, oral, or diagram form.
• Ability to define problems, collect data, establish facts, and draw valid conclusions.

While performing the duties of this job, the employee is regularly required to sit, use hands to finger, handle or feel; reach with hands and arms; and talk or hear. The employee frequently is required to stand. The employee is occasionally required to walk, climb, or balance; and stoop, kneel, crouch or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

Recruitment Timeline

• Application Deadline: March 29
• First-Round Interviews (Phone): April 2–3
• Second-Round Interviews (Virtual): April 10
• Final-Round Interviews (In-Person Panel): April 15
• Anticipated Start Date: May 4