YWCA Nashville & Middle Tennessee Jobs (1)

Position Summary

Eliminating racism and empowering women is the mission of YWCA Nashville.

Work with us and receive :

• 10 Paid Holidays
• Employer Paid Medical
• Employer Paid Long Term Disability
• Parental Leave
• 2 Floating Holidays
• Employer Paid Vision
• Employer Paid $25K Life
• Health Reimbursement

Position provides services essential to the mission of the organization and the day to day operation of the office of the CEO.

Position also supports the YWCA of Nashville and Middle Tennessee’s Board of Directors and other special committees and task forces as determined by the CEO.

Additionally the position supports the activities of the office of the CEO by maintaining good relations with the YWCA’s business partners, donors, public officials and other business leaders.

Relationships and Contacts :

• Within the organization : Initiates and maintains frequent close relationships with Chief Operating Officer, Vice Presidents, Directors, and other staff
• Outside the organization : Initiates and maintains frequent close relationships with Board Members, donors, YWCA’s business partners, donors, Women’s President Organization, public officials and other business leaders.

Position Responsibilities :

Essential Responsibilities :

• Manages the day to day administrative affairs of the CEO’s office. Schedules all appointments and other commitments. Provides the CEO with background information and / or supporting documents in preparation for scheduled appointments, meetings, speaking engagements, interviews, and presentations.
• Maintains an efficient flow of information between all levels of the CEO’s internal and external contacts on a wide spectrum of the organization’s plans and priorities.
• Screens incoming calls to the CEO, determining nature of call and whether or not it requires the attention of the CEO. Whenever possible responds to caller directly based on knowledge of the CEO’s preferences, office functions, policy, priorities, availability, etc.
• Processes all incoming correspondence received in the CEO’s office prioritizing and determining its disposition. Directs mail to appropriate internal staff with instructions and / or suggestions for preparation of reply.

Drafts responses for the CEO’s signature based on knowledge of their activities, interest, priorities, issues, etc.

Reviews, proofreads, and formats all correspondence prepared for the CEO’s signature to ensure accuracy and completeness as well as consistency with organizational policy.

Follows up with staff to ensure deadlines are met. Reviews other prepared documents requiring the CEO’s signature.

• Makes and reviews all travel arrangements for the CEO; prepares the itinerary, confirms lodging and transportation and processes travel reconciliation.
• Prepares and distributes relevant materials to Board members in advance of the Board of Directors’ meetings. Takes minutes at Board meetings and provides support to Board committees as needed.
• Prepares and distributes relevant materials to members of the Women Presidents’ Organization in advance of scheduled meetings.

Provides other support and communications as needed.

Additional Responsibilities :

• Follow up on contacts made by the CEO and support the cultivation of ongoing relationships.
• Attend YWCA meetings and Board of Directors meetings, serving as backup to Secretary of Board recording attendance and minutes, and represent the YWCA in the community, as requested.
• Maintains files used by used by the office of the CEO and corporate files of the organization, modifying when necessary and applying rules pertaining to retention and disposition.
• Responds to and handles confidential and sensitive information with poise, tack and diplomacy.
• Perform other duties as assigned.

Minimum Requirements :

Education and Experience

Position requires a Bachelor’s degree and three to five years of experience in supporting a senior level executive or an Associates’ degree with more than five plus years of experience in executive assistant related work.

Physical Requirements :

• Ability to sit for extended periods of time working on computer
• Requires visual acuity to determine accuracy, neatness and thoroughness of assigned work
• Requires talking / listing, pulling / pushing, stooping, lifting up to 20 pounds
• Extended working hours and travel may be necessary

Other Requirements :

Position requires incumbent to have a valid driver’s license, vehicle insurance and a clear driving record for the last three years.

Skill Competencies :

• Demonstrated ability to work with executives and to coordinate a high volume of diverse assignments.
• Adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events.
• Demonstrated ability to maintain confidentiality and use good judgment in making independent decisions with a high degree of tact and diplomacy.
• Ability to maintain a rational and objective demeanor when faced with stressful or emotional situations or people.
• Excellent organizational and time management skills
• Effective verbal and written communication skills
• Excellent interpersonal and relationship building skills
• High follow through with excellent attention to detail
• Computer literate strong proficiency of technology and software programs
• Strong belief in the YWCA and ability to convey its importance

The YWCA of Nashville and Middle Tennessee reserves the rights to modify, interpret, or apply this job description in any way the organization desires.

This job description in no way implies that these are the only duties, including essential duties, to be performed by the employee occupying this position.

This job description is not an employment contract, implied or otherwise. The employment relationship remains At-Will. The aforementioned job requirements are subject to change to reasonably accommodate qualified individuals with disabilities.