Assistant, Executive

Job Description

Job Description

Are you a master organizer, trusted confidant, and proactive problem-solver who thrives behind the scenes making big things happen? Do you love turning complexity into clarity—and supporting leaders who are making a real impact in the community?

The La Porte County Family YMCA is seeking a highly motivated Executive Assistant to the CEO to serve as a strategic partner, gatekeeper, and organizational force multiplier for our executive leadership and Board of Directors.

This is more than an administrative role—it’s a front-row seat to mission-driven leadership, community impact, and meaningful work that changes lives.

What You’ll Do

• Keep the CEO and leadership team focused, organized, and one step ahead

• Manage complex schedules, high-level meetings, and board communications

• Handle sensitive information with professionalism and discretion

• Drive efficiency through smart systems, strong follow-through, and attention to detail

• Support projects, events, and initiatives that strengthen our community

Who You Are

• Exceptionally organized, dependable, and detail-oriented

• Calm under pressure and confident working with strong personalities

• A clear communicator who anticipates needs and gets things done

• Mission-minded, values-driven, and excited to support a cause bigger than yourself

Why Join the Y

• Be part of a respected organization with a powerful community mission

• Work closely with executive leadership and influence meaningful outcomes

• Collaborate with a passionate team committed to service and impact

If you’re ready to bring your skills, professionalism, and heart to a role that truly matters, we’d love to hear from you.

This is a full time, salaried position with health insurance and paid time off. Apply today with your resume and a cover letter and help move our mission forward.

POSITION SUMMARY: The Executive Assistant provides key administrative support to the CEO, Board of Directors, and leadership team to ensure smooth daily operations. This role manages schedules, meeting coordination, communication flow, and general office tasks while handling confidential information with care. The Executive Assistant supports the Y’s mission by helping leadership stay organized, informed, and focused on delivering impactful services to the community.

ESSENTIAL FUNCTIONS:

1. Fulfill Y’s mission to put Christian principles into practice through programs that build healthy spirit, mind, and body for all.
2. Promote and incorporate the YMCA’s core values and mission into all aspects of the job in the community.
3. Provide comprehensive administrative support to the CEO and serve as the primary staff liaison to the Board of Directors, including scheduling meetings, preparing for board packets, taking minutes, and ensuring compliance with governance requirements.
4. Manage complex calendars and priorities for the CEO, anticipating needs.
5. Draft, proofread, and edit sensitive correspondence, reports, and presentations for internal and external stakeholders.
6. Assist the business office with various administrative and accounting functions, such as processing invoices, tracking expenses, and ordering supplies.
7. Support general staff practices including payroll and new hire processes.
8. Plan, organize, and implement assigned special projects and cross-departmental initiatives, tracking progress and ensuring alignment with the organization's strategic plan.
9. Develop and implement best practices and new workflows to improve operational efficiency and effectiveness across the association.
10. Assist with the coordination of special events, fundraising activities, and recognition programs, including logistics and volunteer engagement.
11. Serve as a member of the Association Leadership Team
12. Participate as an active team member for overall advancement of the Association.
13. All other duties as assigned.

YMCA Competencies (Team Leader):

Mission Advancement: Models and teaches the Ys values (Values). Ensures a high level of service with a commitment to changing lives (Community). Provides volunteers with orientation, training, development, and recognition (Volunteerism). Cultivates relationships to support fund-raising (Philanthropy).

Collaboration: Champions inclusion activities, strategies, and initiatives (Inclusion). Builds relationships to create small communities (Relationships). Empathetically listens and communicates for understanding when negotiating and dealing with conflict (Influence). Effectively tailors communications to the appropriate audience (Communication). Provides staff with feedback, coaching, guidance and support (Developing Others).

Operational Effectiveness: Provides others with frameworks for making decisions (Decision Making). Conducts prototypes to support the launching of programs and activities (Innovation). Develops plans and manages best practices through engagement of team (Project Management). Effectively creates and manages budgets (Finance). Holds staff accountable for high-quality results using a formal process to measure progress (Quality Results).

Personal Growth: Shares new insights (Self Development). Facilities change; models adaptability and an awareness of the impact of change (Change Capacity). Utilizes non-threatening methods to address sensitive issues and inappropriate behavior or performance (Emotionally Maturity). Has the functional and technical knowledge and skills required to perform well; uses best practices and demonstrates up-to-date knowledge and skills in technology (Functional Expertise).

QUALIFICATIONS:

1. Works effectively with people of different backgrounds, abilities, opinions and perceptions.
2. Must be at least 21 years of age.
3. Associate’s or Bachelor's degree in Business Administration, Non-Profit Management, Communications, or related field is preferred.
4. 3+ years of relevant experience in a combination of executive administration and/or operations, preferably within a nonprofit environment.
5. Continuing education or certifications in administration, project management, governance, or human resources are a plus.
6. Exceptional organizational, project management, and time-management skills with high attention to detail.
7. Strong ability to manage confidential information with discretion and sound judgement.
8. Experience with HRIS or membership systems (e.g. ADP, Daxko)
9. Excellent written and verbal communication skills and the ability to interact effectively with diverse groups of people.
10. Required trainings:
    1. Within 30 days of hire: Child Abuse Prevention (West Bend online).
    2. Within 30 days of hire: Blood Borne Pathogens (West Bend online).
    3. Within 60 days of hire: CPR and First Aid
11. Proficient in all standard business software including Google platforms and Microsoft Office.

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. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

1. While performing duties of this job, the employee is often required to: climb stairs, bend, stoop, kneel, twist, reach with hands, sit stand for an extended period of time, climb ladders, walk, shovel snow, plow snow, lift and/or move up to 50 pounds, have finger dexterity, grasp, perform repetitive motions, talk, hear, and have visual acuity.
2. The employee may be exposed to cleaning chemicals and may be exposed to pool chemicals as well.
3. The work is performed both indoors and out and may require travel to various locations.
4. While performing the duties of this job the employee will be exposed to weather conditions prevalent at the time and will be exposed to hot and cold conditions.
5. Specific vision abilities required by this job include close & distant vision, color vision, peripheral vision, depth perception and ability to focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate to loud.

EFFECT ON END RESULT:

By providing proactive and efficient administrative support, the Executive Assistant enables the CEO, Board, and leadership team to focus on strategic priorities, make informed decisions, and lead effectively. This role ensures smooth operations, clear communication, and well-organized processes, directly contributing to the Y’s ability to deliver high-quality programs, strengthen community engagement, and advance its mission.