At the Tampa Metropolitan Area YMCA, we are dedicated to strengthening community through youth development, healthy living, and social responsibility, serving more than 160,000 individuals across the Tampa Bay region each year. We are seeking a highly organized, detail-oriented Executive Assistant who thrives in a fast-paced, mission-driven environment and is passionate about supporting leaders who make a meaningful impact. This role serves as a trusted partner to the CEO, Governance Board, and senior leadership team, ensuring the effective coordination of priorities, communication, and key initiatives that advance the YMCA’s mission and strategic goals across our association.
The Executive Assistant supports the CEO, Governance Board officers/members, and senior staff (President’s Council members) by providing day-to-day administrative support to help accomplish the work and mission of the Tampa Metropolitan Area YMCA. This position requires strong organizational skills, written and verbal communication competencies, ability to create and implement processes, the use of discretion and independent judgment. The incumbent performs a variety of administrative functions and serves as a primary contact for internal and external constituencies on all matters pertaining to the organization’s senior staff and governing board.
ESSENTIAL FUNCTIONS
- Manages the CEO’s schedule and assists with schedules of President’s Council members.
- Coordinates logistics for meetings of boards and various committees, task forces,
public officials, visitors and groups as requested. - Prepares meeting notices, agendas and materials for board and committee meetings; emails such materials to volunteers and staff one week prior to meeting date.
- Produces and maintains minutes for meetings of the Governance Board, Governance Committees and other Task Forces as requested; minutes prepared and distributed within one week of meeting date. Orders, picks-up and/or arranges delivery of food/snacks for various meetings.
- Manages the preparation for new board member onboarding process.
- Makes travel arrangements as necessary and prepares expense reports.
- Prepares and briefs the CEO for meetings, presentations and speeches by performing needed research and coordinating presentation materials.
- Maintains absolute confidentiality and uses discretion and independent judgment in handling sensitive information in connection with the CEO’s responsibilities and communication to/from the CEO.
- Fields all incoming calls to the CEO’s office.
- Routes correspondence for CEO including incoming mail, email, phone calls and messages.
- Supports the organization’s risk management functions by providing administrative assistance to incident reporting and insurance claim processing.
- Maintains confidential files/correspondence as needed.
- Maintains computer databases for various reports, committees and mailings.
- Coordinates annual schedules for Governance Board, President’s Council, Executive Operations Team and board committee meetings as needed; assists COO with program cabinet meetings as requested.
- Maintains organizational chart(s).
- Coordinates orders and controls inventory for administrative and meeting supplies.
- Manages room schedules and reservations for the corporate office.
- Gathers data, compiles and prepares all national statistical and assigned strategic plan reports; provides support for periodic strategic plan creation and key performance indicator reporting.
- Provides dotted line oversight of the front desk staff at the Association Office ensuring desk is properly staffed and provides excellent customer service to volunteers, staff, callers and visitors.
- Performs other duties as assigned.
Safety and Risk Management
- Adhere to all Federal, State, and local safety regulations, as well as all YMCA policies and procedures related to the safety, health, and welfare of members, participants, guests, and staff.
- Ensure that all Tampa YMCA standards, leading practices, and policies are implemented and consistently followed, including those related to emergency procedures, child abuse prevention, and appropriate supervision.
- Adhere to policies and procedures related to managing high-risk activities and supervising participants and boundaries with participants when applicable.
- Ensure implementation of and follows all training requirements including risk management and child abuse prevention training in addition to ensuring proper reporting of all incidents/accidents according to risk management procedures.
- Always maintain a safe and healthy environment, including performing daily safety checks of program areas, equipment, and supplies.
- Maintain proper records, including certifications, meetings and training.
- Maintain an emphasis on safety in all areas of responsibility as they relate to members and staff.
- Adhere to risk management training requirements including child abuse prevention.
- Front desk personnel—ensure member or association guest are properly signed in and signed out, ensures only authorized adults are allowed in the facility, etc.
- Contribute to creating and maintaining a safe, positive, and respectful environment for members, guests, and staff.
- Promptly report any suspicious or inappropriate behavior, as well as policy violations, following established association procedures.
- Bachelor’s degree in business or equivalent preferred.
- Three or more years of related experience working in administrative support to high level executives; prior non-profit experience helpful.
- Ability to multi-task, manage workload in a dependably organized manner and use time efficiently; an ability to change direction quickly when circumstances require while maintaining positive attitude.
- Friendly and approachable; ability to build relationships with key stakeholders/constituents.
- Ability to comprehend spoken communication and translate same to written communication.
- Proficient in all standard business software.
- Knowledgeable about office processes and procedures.
- Ability to work with integrity, discretion, confidentiality and a professional approach.
- Comfortable working with diverse populations (language, culture, race, physical ability, sexual orientation, etc.)
Salary based upon experience.
WORK ENVIRONMENT & PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job including, but not limited to:
- While performing the duties of this job, the employee is regularly required to use a computer for extended periods of time and be able to communicate using a computer and authorized work phone/smart device
- Ability to perform all physical aspects of the position, including but not limited to, walking, standing, bending, reaching, and lifting
- The employee frequently is required to sit and reach, and must be able to move around the work environment
- Ability to lift and move a minimum of 30 pounds
- Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust
- Ability to work in a variety of environments, specifically those subject to extreme humidity/dampness, heat and cold
- The noise level in the work environment is usually moderate
- This position may require availability to work flexible hours including evenings, weekends, and holidays as needed
- Must be able to perform all duties and functions of those that are supervised
Please Note – To assist us in understanding the full scope of your qualifications and experience for this position, we require that all applications submitted include a cover letter to be considered.
Click HERE to review guidelines and best practices for submitting an application
Full Time Benefits Summary:
- 20 days of Paid Time Off, increasing with service
- 7 paid holidays
- Employer-supported health, vision, dental insurance
- Tampa YMCA family membership
- $2,000 employer-provided assistance for qualified dependent care programs (before/after school care and camp)
- 20% off program fees (swim lessons, youth sports, summer camp and more)
- 30% off personal training
- Start at 403 (b) smart savings account through YMCA Benefits on day one of employment (optional)
- Employee Assistance Program (EAP) through BayCare Behavioral Services (phone and online)
- Professional development opportunities through Y-USA trainings
- Retirement plan eligibility: After completing 1000 hours of service over two, twelve-month periods and at least 21 years of age, part-time and full-time associates are eligible for the Tampa YMCA to contribute 12% of your earnings to a 401(a) account. Once enrolled, the associate is immediately vested.
Association Summary:
The Tampa Metropolitan Area YMCA is a top-rated ‘4-star’ Charity Navigator and Guidestar ‘Gold’ rated non-profit charitable organization for youth development, healthy living and social responsibility. Join a cause-driven association focused on empowering every individual in our community to reach their healthiest and most fulfilled life. Learn more about the Tampa YMCA at www.tampaymca.org.
- 14 Family Center Ys, 65-acre outdoor adventure camp, Community Learning Center, two program centers, 27 afterschool sites, 18 Early Head Start sites
- Largest youth development and health & wellness provider in the region
- 300,000+ community members served
- 1,600+ staff members
- 1000+ volunteers
- $50MM in revenue
- An independent 501(c) 3, locally-governed and managed
Located in sunny Florida, the Tampa Metropolitan Area YMCA offers an ideal location with beautiful weather affording a desirable setting for an active outdoor lifestyle year-round, is close to many beaches and theme parks and Florida is one of very few states that has no state income tax.
The Tampa Y is an equal opportunity employer and a drug-free workplace.