Executive Support Director

Office Management

• Act as liaison to office building manager, and communicates needs as they surface
• Welcome guests and customers by greeting them; Oversee general YMCA Email account by answering or directing inquiries.
• Maintain Office Environment: TV Display, seasonal décor, keep office areas and conference room clean and organized.
• Assist with new employee office setup including: keys, access card, tech setup, welcome swag, and ordering of name plates.
• Maintain office supplies inventory anticipate needed supplies, place orders for supplies.
• Open mail with accounting manager; send checks and other outgoing mail as needed
• Maintain executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Support executive's time management by reading, researching, and routing correspondence; drafting documents; initiating telecommunications.
• Facilitate internal communication (e.g. distribute information and schedule presentations)
• Maintain confidence and protects operations by keeping information confidential.
• Prepare reports by collecting and analyzing information.
• Coordinate with Accounting Department for annual membership renewals
• Secure information by organizing and maintaining information. Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions. 

Organizational Communication + Management

• Collaborates with the CEO to ensure dissemination of information through multiple channels to educate association staff.
• Provides organizational updates for all staff, including but not limited to: monthly Hot Facts, annual events, bi-weekly leadership staff meetings, etc.
• Oversees Master Calendar for full organization: trains, manages, and reminds staff for all YMCA events. 

• Human Resource Liason & Support
  • Creates and maintains a professional development training calendar for YMCA leaders and staff. Manages tracking for training information, including: attendance, certification uploads, required courses, etc.
  • Ensures staff teams have staff shirts, nametags, and business cards in a timely manner.
  • Convert paper HR employee files into a proper, secure digital storage format, compliant with applicable state and federal laws. 

• IDEA (Inclusion, Diversity, Equity, and Accessibility) Support
  • Develops and leads Staff IDEA Committee. Serves on Board IDEA Committee and serves as liaison between both IDEA Committees.
  • Collaborates with the Board IDEA Committee to implement IDEA initiatives and support administrative tasks.
    • Provides administrative support to Board IDEA Committee
  • Supports Parent Advisory Councils: scheduling, logistics, and other admin tasks
  • Pulls, updates, and distributes demographic data reports to committees for annual review and assessment

Board Liaison

• Board Member Communication and Correspondence
  • Manages BoardEffect: board member online portal to create annual calendar, create and send meeting packets, track attendance, and correspond with board members
  • Manage meeting technology logistics – display of TVs, virtual meeting functionality, etc.
  • Organize annual board strategic planning retreat
  • Record minutes and facilitate display during meetings
  • Order ornaments for board members each November/December
  • Ensure board members sign required paperwork
  • Communicate board member changes to CEO & Marketing Director: for email, communication, and website changes as needed
• Board Committee Organization: Executive, Board Development, & IDEA Committees
  • Organize meetings, create agendas, take minutes, & track attendance
  • Update Board Pipeline; Connect with Board members and board member prospects to set up meetings
  • Onboard new board members: Required Paperwork & Board Orientation
  • Board Member Roll Off: Track when board members are leaving, send letters when term is approaching completion, recognize board members for terms served
  • Organize annual board-staff social where staff and board tenure is recognized
• Other Committees: Assist with any new committee/task forces that are created, and any committees that the CEO oversees (Ex: Public Policy, Ogden Task Force, etc.)
• Board Filing: Utilize BoardEffect for committee work and organization/update

Executive + Association Leadership Team Support

• Executive and Association Team Meetings: organize, set up agendas, create & print materials, and track strategic plan progress
  • Record minutes of each meeting
  • Record action items and complete action items as assigned
  • Send assigned action items to team members & track
• Quarterly Strategic Plan Meetings: organize agenda, materials, & minutes; coordinate day of needs (in-person vs virtual prep as needed)
• CEO Connection: Schedule Lunches with CEO’s direct reports and board members
• CEO & Fund Development: Schedules lunches and meetings with outside donors, partners, or other community members to engage our Y in fundraising opportunities (in conjunction with the fund development team).
• Support logistics for: scheduling retreats/trainings/workshops for leadership level staff
• Develop annual leadership staff retreat (focus: team building, trust, and connection). 

Staff Culture & Recognition

• Liaison to the Culture Committee. Responsible for day-to-day activities, leading, planning, and administering the committee.
  • Utilizes committee for organization wide initiatives, actions, and implementation.
  • Schedules and implements new staff onboarding presentations and regular schedules.
  • Implements culture welcome pack for all new staff.
• Creates and distributes the award nominations form, collects, and tallies responses. Develops and implements new and current staff recognition ideas org-wide. Including but not limited to: staff highlights, Values Advocates of the Month, etc.
• Manages virtual card database to recognize staff birthdays and anniversaries, or other important life events.
• Tracks and manages staff members’ years of service to order, distribute, and publically recognize YMCA staff tenure.
• Organizes and executes annual organization-wide celebration for all YMCA staff.
• Organizes and executes bi-annual organizational gatherings for all YMCA staff.
• Plans and implements seasonal activities for staff including but not limited to: holiday celebrations, team building, or other culture-building related initiatives. 

Volunteer Management

• Oversees volunteer tracking by ensuring systems and processes are in place to track volunteers tracked appropriately (is the central command, but individual directors and managers directly oversee the volunteers and responsible for managing the volunteer(s) and abiding by the policies).
• Manages Volunteer Matters account and projects, collaborates with Risk YESS team to distribute information, update projects, and audit organizational volunteer needs.
• Organizes and coordinates Staff Volunteer Days for staff to participate in throughout the community.

IT Coordination

• Serve as primary point of contact with Onward Technology; Assist Employees with computers, passwords, and technical support as needed.
• Purchase and set up computers for new employees.
• Oversee Microsoft Admin account management for: user manager, data pulls, and other Microsoft related requests or needs.
• Zoom Phones: Acts as liaison to Zoom for any issues that need addressed. Acts as Zoom Administrator for the organization - schedules, shares, and organizes any virtual meetings for board and staff as needed.
• Ensure operation of equipment by completing preventive maintenance requirements, troubleshooting, and calling for repairs
• Trains new employees on proper YMCA email signatures, vacation settings, email and system set up, and best practices around digital platforms.

Other Projects

• Capital Projects or New Projects
  • Communication with Y-USA resources (people involved with projects)
  • Attend meetings with other partners
  • Create timelines and update consistently as things change
  • Create and send RFP; ask questions to vet out and choose best option with the group
  • Create any necessary tools to communicate with partners in meetings about where the YMCA is at and what is necessary to move forward
  • Assist with presentations that CEO/YMCA will give to our partners 

This is not an exhaustive list of job duties. Other duties, responsibilities and activities may change or be assigned at any time.