The Scott County Family Y is a powerful association of men, women and children of all ages and from all walks of life joined together by a shared passion: to strengthen the foundations of community. With a commitment to nurturing the potential of kids, promoting healthy living and fostering a sense of social responsibility, the Y ensures that every individual has access to the essentials needed to learn, grow and thrive.

We have several locations:  North, West, Davenport, Bettendorf, Utica Ridge, Camp Abe Lincoln, Childcare and Maquoketa. 

The Executive Assistant assists the CEO, the corporate Board Chair and corporate staff by providing high-level administrative support involving the use of discretion and independent judgment.  The Executive Assistant is responsible for meeting preparation and correspondence for corporate Board meetings, committees of the Board and association supervisory meetings.  This position requires significant interaction with corporate Board volunteers, staff, and the community.

SUPERVISORY RESPONSIBILITY: None

ESSENTIAL FUNCTIONS: 

1. Serve as a role model to members and Y staff at all times live the mission, vision, and values of the YMCA movement.
2. Provide high level administrative support to the CEO regarding all correspondence.
3. Use discretion and independent judgment in handling confidential and sensitive information in connection with the CEO’s responsibilities.
4. Coordinate annual schedules for Board of Directors, committees and management meetings and maintain association calendars, metro conference and presentation equipment.
5. Prepare and send corporate Board packets with all agenda items included, track acknowledgment receipt and attendance, and produce updated Board orientation manual as needed.
6. Maintain electronic and hard copy files of all Board packets and maintain all association master files, records, brochures and newsletters.
7. Produce and maintain meeting minutes for Corporate Board and related committee meetings, and all association supervisory meetings.
8. Coordinate arrangements for meetings of the Corporate Board, various committees, task forces, supervisory and any other high-level appointments.
9. Establish, maintain and centralize contract and obligations electronically and in paper format.

10. Maintain and keep association phone directory and current distribution lists for meeting notifications, reminders and attendance verification.

11. Receive and distribute association mail and log checks received.

12. Act as point of contact for all community donation requests.

13. Attend association and community meetings per the direction of the CEO.

14. Provide administrative support to QC Scholars, handles financial duties, correspondence and meeting minutes.

15. Assist corporate staff with document preparation, printing, distribution and program/project needs as necessary.

16. Assist with major events planning as needed.

17. Create organization charts for the organization as changes occur.

18. Act as purchasing gatekeeper for corporate office - coordinate and order staff business cards, office supplies, etc.

19. Gathers data, compiles and prepares all national statistical and assigned strategic plan reports.

20. Ability to manage multiple projects efficiently and effectively.

21. Take part in and solicit others to participate in necessary YMCA financial development efforts, specifically the Annual Campaign.

22. Maintain certifications listed under Certificates and Other Requirements.

23. Adherence to all policies and procedures of Scott County Family Y.

24. Understand and follow all safety rules and regulations including knowledge of emergency procedures and location of emergency equipment.

25. Regular and timely adherence to respective schedule/meetings.

26. All other duties as assigned by the CEO.

EDUCATION AND EXPERIENCE REQUIREMENTS:

1. Minimum of an Associate Degree or equivalent in office management.
2. Requires prior experience and knowledge of office software and machines with a proficiency in Microsoft Office Suite applications.
3. Minimum three years of related experience in an administrative capacity is required, preferably working with high level executives or administrators.
4. Must possess excellent written and verbal communication skills and be familiar with office processes and procedures.
5. Ability to work with integrity, discretion and a professional approach.
6. Must be a self-starter and possess the ability to work with minimal supervision.
7. Prior administrative experience in a non-profit setting is preferred.

CERTIFICATIONS AND OTHER QUALIFICATIONS:

1. Must be able to pass background check

PHYSICAL DEMANDS:  While performing the duties of this job, the employee is frequently required to sit for great lengths of time; use hands to finger, handle, or feel; reach with hands and arms; talk and hear.   Position may require some periods of standing and walking.  The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT:

While performing the duties of this job, the employee primarily works in an office environment but is occasionally exposed to moving mechanical parts associated with fitness and commercial cleaning equipment. The noise level in the work environment can vary from quiet to moderate during office hours and moderate to loud during event hours.  This position works a standard work week, but additionally may be required to work evening, weekend, and additional hours to accommodate job responsibilities and when representing the organization and events.

As a full-time, exempt employee, this qualified candidate will receive competitive benefit package to include major medical, dental, vision, Life, AD&D, LTD, Y Retirement (12%), and paid time off.

Application deadline is November 14, 2014.

The Y is an Equal Opportunity Employer.