Executive Assistant To CEO

YWCA of Lubbock
Job Description
Executive Assistant

Job Summary
The Executive Assistant provides executive support to all contacts for the Executive Office of the YWCA. T he E x e c u t i v e A ssis ta nt s e r v e s a s t he p ri ma ry p oint o f c o n ta c t f or in te rn a l a nd e x te rn a l visitors on a ll matte rs pe r ta ining t o t he Of f i c e o f the CEO/ ED . T he E x e c u t i v e A s sis ta nt s e r v e s a s a li a i s on t o t he b o a rd of d ir e c t ors a nd s e nior ma n ageme nt team s; or ga n i z e s a nd c oo r d in ate s e x e c u t i v e ou t r ea c h a nd e x te rn a l r e l at ions ef f or t s; a nd o v e rs ee s s pe c i a l p r o j e c t s. T he E x e c u t i v e A ssis ta nt m u s t b e c r eat i v e a nd e n j oy w o r k ing w i t h i n a fast-paced e n v iron m e n t t h a t is m issio n - d ri v e n, r e s ul t s- d r i v e n a nd c o mm u ni t y ori e n ted . T he i dea l in d i v i d u a l w ill h a v e t he ab ili t y t o e x e r c ise g ood ju dgm e nt in a v a ri et y of si t u at ion s , w i t h s t rong w r i tte n a nd v e r ba l c o m m un i c at ion, adm inis t r at i v e , a nd or g a n i z at ion a l s k ills, a nd t he ab ili t y t o ma in ta in a r e alis t ic ba l a n c e am ong m u l t i p le p r i ori t i e s. T he E x e c u t i v e A s sis t a nt w ill h a v e t he ab ili t y t o w ork in dep e n de n t ly on p ro j e c t s, f rom c o n c ept i o n t o c o mp l et i o n, a nd m ust be ab le t o w ork u n de r p r e ssu r e and have the ability t o h a n d le a w i d e v a ri et y of a c t i v i t i e s a n d c o n f i de n t i a l matte rs w i t h absolute d is c r et io n .

Essential Job Responsibilities

• C o mp l ete s a b ro a d v a ri et y of adm inis t r at i v e ta s k s f or t he Executive Director including ma n ag i ng a n e x t r eme ly a c t i v e c a l e n d a r of app oin tme n t s; c o mp l e t ing e x pe nse r ep or t s ; c o mp os i ng a nd p r epa ri n g c orr e s p on d e n c e.
• P l a ns, c o or d in ate s a nd e n s ur e s t he CEO' s s c h ed ule i s f ollo we d a nd r e s pe c ted .
• P r o v i de s " gate k eepe r" a nd " gatewa y " rol e , c r eat i n g w in- w i n si t u at ions f or d ir e c t a c c e ss t o t he ED' s t i m e a nd o f f i c e .
• C o mm un i c ate s d ir e c t l y , a nd on be h a l f of t he ED , w i t h Bo a rd mem b e rs, d onors, s taf f , a nd o t h e r s , on matte rs r e l ate d t o ED' s p ro g r ammat ic ini t i at i v e s.
• Ad h e res t o c o mp li a n c e w i t h app li c ab le rul e s a nd r e g u l at ions s e t i n b y l aw s r ega r d i n g b o a rd a nd b o a rd c o mm i tte e matte rs, in c l u d ing ad v a n c e d is t ri b u t i on o f mate ri a ls be f ore meet in g s in e l e c t roni c /pape r f or mat .
• Pa r t i c i pate s a s a n a d j u n c t membe r of t he E x e c u t i v e T ea m in c lu d i ng a ssis t i ng in s c h ed ul i ng meet in g s a nd atte n d ing a ll meet in g s.
• A ssis t s in c oor d i n at ing t he age n d a of s e n i or ma n ag e m e nt tea m meet in g s a nd o f f - si te s, a nd a ll- s ta f f meet in g s.
• Re s ea r c h e s, p riori t iz e s, a nd f ollo w s up o n i n c o m ing i s s u e s a nd c o n c e rns add r e ss e d t o t he ED , i n c lu d i ng t h o se o f a s e nsi t i v e or c o n f id e n t i a l n at ur e .
• P ro v i de s a b ri dg e f or s m oo t h c o m m un i c at ion betwee n t he ED' s o f f i c e a nd in t e rn a l departments, dem ons t r at i n g l eade rship t o ma in ta in c r ed i b ili t y , t rust a nd su p p ort w i t h s e nior ma n ageme nt s ta ff .
• W or k s c los e l y w i t h t he ED t o k ee p hi m / h e r we ll apprised of u p c o m ing c o mm i tme n t s a nd r e s p ons i b ili t i e s, f ol l o w ing up app r o p ri ate l y . A c t s a s a " ba ro met e r," h a v ing a s e nse f or t he is s u e s ta k ing p l a c e in t he e n v ir o n me n t a nd k eep ing t he ED informed.
• P ro v i de s l eade rship t o b uild r e l at ionshi p s c r u c i a l t o t he su c c e ss o f t he organization and ma n age s a v a ri et y of s pe c i a l p ro j e c t s f or t he ED , so m e of w hi c h ma y h a v e or ga niz at ion a l i mpa c t .
• Su c c e s s f ul l y c o m p l ete s c ri t i c a l a s pe c t s o f de li v e r ab l e s w i t h a h a n d s - on app ro a c h, in c l u d ing d r a f t ing a c k no w l edgeme nt l ette rs, pe rson a l c orr e s p on d e n c e , a nd o t h e r ta s k s t h a t fa c ili tat e t he ED' s ab ili t y t o e ff e c t i v e ly l ea d t he organization .
• P riori t iz e s c o n f l i c t ing n eed s ; h a n d l e s matter e x ped i t i o usl y , p ro a c t i v e l y , a nd f ol l o w s- t hr o u g h o n p ro j e c t s t o s u cc e s s f ul c o m p l et ion, o f te n w i t h dead line p r e ssur e s.
• Perform related job duties as required.

Job Qualifications

• Learn and support the YWCA mission, vision, and policies to meet the goals of the organization without compromise, serving as a role model for the Lubbock community both in demeanor and in life-style habits.
• Bachelor’s Degree preferred.
• Proficient knowledge with computers in general including, but not limited to, software programs such as Microsoft Outlook, Word, and Excel
• Accuracy and attention to detail.
• Demonstrated integrity and ethical standards.
• Able to perform business math (basic algebra, compute rate, ratio, etc.)
• Ability to operate standard office equipment including, but not limited to, multi-line telephone system, copy/fax machines and calculators.
• Capable of following written instructions and documented procedures.
• Must have problem solving and analytical skills, including strong attention to detail and accuracy.
• Manages time effectively and adapts quickly to changing priorities.
• Ability to review the work of others to ensure conformance to standards.
• Self-starter, positive attitude, good leadership skills.
• Able to handle difficult customers with diplomacy and tact.
• Exhibit energy, enthusiasm, initiative, leadership and outstanding interpersonal skills.
• Communicate effectively and professionally both verbally and in writing.
• Present self professionally in appearance and mannerism at all times.
• Flexibility to work irregular hours from time to time, including evenings or weekends.
• Infrequent travel: 0-10 days/year.
• Pass a criminal history background check and FBI fingerprint check.
• Ability to relate well with a variety of populations.

Physical Requirements
The physical demands described here are representative, though not comprehensive, 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.

• Regularly sit, stand, bend, crouch, walk, climb stairs, use hands and fingers, reach with hands and arms, feel, talk, hear, and see.
• Work on a computer up to eight (8) hours a day.
• Regularly lift and/or move up to 20 pounds and occasionally lift and/or move up to 30 pounds.
• Occasionally work at outdoor and indoor events for extended periods of time

Work Environment
The work environment characteristics described here are representative, though not comprehensive, of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable the individuals with disabilities to perform the essential functions.

• Noise level varies between quiet and loud.
• Pace varies between deliberate and fast.