Executive Assistant to the President/CEO

Our Mission

YMCA Buffalo Niagara is a charitable, community-based organization committed to providing programs designed to build a healthy spirit, mind, and body for all.

Professional Full-Time Compensation & Benefits Highlights

The following comprehensive benefits package is offered to professional full-time employees and is designed to support your health, financial security, and professional growth:

• Free health insurance
• Employer-paid group term life insurance (1x annual salary)
• Employer-paid long-term disability coverage
• Employee Assistance Program (EAP) through Child & Family Services
• A variety of voluntary benefit options

Employees are immediately eligible to enroll and contribute to the Y Retirement Fund 403(b) plan, with a generous 12% employer-paid contribution after eligibility requirements are met.

Our comprehensive paid time off program includes personal time off, holidays, and sick leave.

Staff receive a complimentary YMCA Buffalo Niagara membership and program discounts.

Additional benefits include ongoing training, an extensive leadership development program, and opportunities for career advancement.

Applications must include a cover letter and resume to be considered.

POSITION SUMMARY

The Executive Assistant to the President/CEO serves as a strategic partner to the President/CEO and is responsible for coordinating executive priorities, supporting board governance, supporting the senior leadership team, and advancing organizational effectiveness across YMCA Buffalo Niagara. This position serves as a central point of coordination between the Office of the President, Board of Directors, Senior Leadership Team, volunteers, and community stakeholders to ensure strategic initiatives, governance activities, and organizational priorities are effectively executed.

ESSENTIAL FUNCTIONS:

Executive Operations and CEO Support

• Provide comprehensive administrative support to the President & CEO, including managing calendars, scheduling meetings, coordinating travel, and prioritizing requests and commitments.
• Serve as the primary point of contact for the President & CEO, screening communications and ensuring timely responses to inquiries.
• Prepare correspondence, presentations, reports, agendas, meeting materials, and other executive documents.
• Maintain confidential and sensitive information with the highest level of discretion and professionalism.
• Coordinate executive meetings and follow up on action items to ensure completion.
• Draft and manage executive communications on behalf of the President/CEO.

Board Governance & Volunteer Leadership

• Serve as the primary administrative liaison to the Board of Directors and designated board committees.
• Coordinate board and committee meetings, including scheduling, logistics, agenda preparation, distribution of materials, and meeting support.
• Record, prepare, and maintain accurate board and committee minutes and official governance records.
• Coordinate follow-up actions resulting from Board and committee meetings.
• Support board recruitment, onboarding, orientation, and volunteer engagement.
• Maintain board records, policies, bylaws, resolutions, and related governance materials.
• Support committees led by members of the senior leadership team, including Executive, Governance, Finance, Properties, HR, Financial Development, and other committees as assigned.

Strategic Planning and Organizational Effectiveness

• Support the implementation and monitoring of strategic initiatives and organizational priorities.
• Create and maintain organizational dashboards, scorecards, and executive reporting systems.
• Support annual planning and the organizational goal-setting process.
• Track deadlines, deliverables, and organizational priorities to ensure timely completion.

Relationship Management

• Maintain positive and professional relationships with staff, volunteers, donors, community leaders, and external partners.
• Represent the Office of the President & CEO with professionalism and exceptional customer service.
• Assist in coordinating executive events, community engagements, and stakeholder meetings.

Office Administration

• Maintain filing systems, records retention practices, and organizational documentation.
• Oversee administrative processes and procedures that support executive office operations.
• Coordinate purchasing, invoices, expense reporting, and other administrative functions related to the executive office.
• Ensure the efficient operation of the President & CEO's office and related administrative activities.

Senior Leadership Team Coordination

• Support planning, facilitation, and follow-up for Senior Leadership Team meetings.

• Track organizational action items and key deliverables.
• Facilitate communication and collaboration across the leadership team.

Community & Stakeholder Engagement

• Coordinate CEO engagement with donors, volunteers, elected officials, corporate partners, foundations, and community leaders.
• Prepare stakeholder briefings and engagement materials.
• Support executive representation at community meetings and organizational events.

Organizational Leadership

• Serve as a key contributor for the YMCA Buffalo Niagara leadership team
• Maintain organizational accountability systems to ensure timely execution of strategic priorities, board directives, and senior leadership initiatives.
• Support association-wide initiatives and organizational goals.
• Perform other duties as assigned.

QUALIFICATIONS

Associate degree in business administration, public administration, nonprofit management, or a related field, or equivalent combination of education and experience; Bachelor’s degree is preferred.

Five (5) to Eight (8) or more years of progressively responsible professional experience in project management, executive operations, governance, organizational leadership or related field.

Demonstrated expertise in Microsoft Office 365 applications, including Outlook, Word, Excel, PowerPoint, Teams and SharePoint. Must possess the ability to produce executive-level correspondence and presentations, manage complex calendars, organize electronic records, create reports and spreadsheets, coordinate virtual meetings, and efficiently utilize technology to support executive leadership and Board governance.

Demonstrated experience supporting executive leaders, boards, committees, or volunteer leadership groups.

Strong project management, organizational effectiveness, and stakeholder engagement skills.

Exceptional written and verbal communication skills.

Ability to manage multiple priorities while maintaining attention to detail.

WORK ENVIRONMENT AND PHYSICAL DEMANDS:

This is an on-site position in a corporate office work environment.

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

Responsibilities may require a flexible work schedule and occasional travel to various locations. While performing the duties of the job, the employee is regularly required to: walk, stand, climb stairs, sit, listen, speak, have finger dexterity, hear and have visual acuity. May need to lift, push, and pull.

HIRING PROCESS

Applications Accepted: Through November 29, 2026

Interviews: November 30 - December 9, 2026

Anticipated Start Date: January 4, 2027

The Y is an equal opportunity employer.