Executive Assistant to the President/CEO

YMCA of Collier County Job Description

Job Title: Executive Assistant to the President/CEO

FLSA Status: Non-Exempt

Revision Date: 2/6/2026

Reports to: CEO

Primary Function/Department:  Admin

Leadership Level: Leader

POSITION SUMMARY:

The Executive Assistant position supports the work of the YMCA of Collier County, Inc., a leading not-for-profit organization committed to strengthening the communities in Collier County through its core focus areas of Youth Development, Healthy Living, and Social Responsibility.  The Executive Assistant provides high-level, confidential, and strategic administrative support to the President/CEO. This role is essential to executive operations, fundraising support, volunteer engagement, and organizational effectiveness.  The Executive Administrator serves as a trusted partner and liaison to leadership, the Board of Directors, donors, volunteers, and community stakeholders while advancing the YMCA’s mission.

OUR CULTURE: 
Our mission and core values are brought to life by our culture. In the Y, we strive to live our cause of strengthening communities with purpose and intentionality every day.  We are welcoming: we are open to all. We are a place where you can belong and become. We are genuine: we value you and embrace your individuality. We are hopeful: we believe in you and your potential to become a catalyst in the world. We are nurturing: we support you in your journey to develop your full potential. We are determined: above all else, we are on a relentless quest to make our community stronger beginning with you.

ESSENTIAL FUNCTIONS:

Executive Leadership Support

·        Serves as a trusted liaison between the CEO, board members, senior staff, volunteers, and community partners.

·        Provide comprehensive administrative support to the President/CEO and Director of Development.

·        Serve as a connector between the President/CEO and directs reports by facilitating the flow of information, priorities, and follow-up.

·        Prepare agendas, briefing materials, presentations, and correspondence.

·        Tracks and supports CEO priorities tied to the strategic plan, capital projects, major fundraising, and community initiatives.

·        Attend committee and board meetings with CEO and other meetings as directed.

·        Anticipates needs, flags risks, and ensures follow-through on commitments.

·        Models professionalism, kindness, and discretion.

·        Handles confidential matters with discretion, professionalism, and sound judgment.

·        Help maintain a welcoming, organized, mission-aligned environment.

·        Represents the President/CEO internally and externally as appropriate.

·        Support HR functions such as onboarding, offboarding, compliance of documentation, and staff communications.

·        Ensure smooth internal workflows and consistent processes across departments.

Cross-Functional and Team Support

·        Helps manage information flow between teams.

·        Assists with project tracking and follow-through.

·        Create a system and help manage information flow between teams.

·        Assists with project tracking and follow-through.

·        Provides backup administrative support across departments

Board of Directors and Volunteer Leadership Support

·        Coordinate Board and committee meetings, including Development-related committees, giving directions to the Development Assistant as needed.

·        Prepare and distribute materials, record minutes, and track action items.

·        Maintain governance records and support Board onboarding and engagement.

Development, Fundraising, and Event Support

·        Provide administrative and logistical support for fundraising initiatives and volunteer/donor engagement.

·        Coordinate, along with Development Assistant, for donor meetings, materials, and follow-up.

·        Support fundraising events, including evenings and weekends as needed.

Volunteer Recruitment and Management

·        Support recruitment, onboarding, and coordination of volunteers for events, community outreach (ex. bread run), YREADS, and other programs.

·        Serve as a primary point of contact for volunteers.

·        Maintain volunteer records and assist with recognition and retention efforts.

Organizational and Strategic Support

·        Assist with tracking executive priorities and strategic initiatives.

·        Compile reports, summaries, and dashboards for leadership review.

·        Maintain Board portal.

Office and Operations Management

·        Manage executive office systems and workflows.

·        Ensure supplies and office is properly maintained. Coordinate and order staff business cards, uniforms, and name badges.

·        Coordinate travel, expense reporting, and administrative budgeting.

·        Identify process improvements to enhance efficiency.

Every incidental duty connected with the Executive Assistant job cannot be specified in the position description and the colleague, at the discretion of the CEO, may be required to perform duties that are not included in this job description.

QUALIFICATIONS:

●       Bachelor's degree or equivalent experience.

●       5-7 years of executive or senior-level administrative experience.

●       Experience supporting fundraising, volunteer coordination, or Board operations.

●       Exceptional organizational and communication skills.

●       Ability to manage confidential information with discretion.

●       Ability to speak any language in addition to English may be helpful.

●       Ability to relate effectively to diverse groups of people from all social and economic segments of the community.

●       Understands the YMCA is a public accommodation committed to inclusion and compliance with the Americans with Disabilities Act (ADA).

●       Must be able to meet the Association’s background screening requirements.

WORK ENVIRONMENT & 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 accommodations may be made to enable individuals with disabilities to perform the essential functions.

●       While performing the duties of this job, the employee is regularly required to use a computer for extended periods of time and be able to communicate using a computer and phone/smart device.  The employee frequently is required to sit and reach and must be able to move around the work environment.

●       The employee must occasionally lift and/or move up to 10 pounds. 

●       Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust.

●       The noise level in the work environment is usually moderate.

●       Onsite attendance is required for this position. Core work hours are Monday-Friday 9-6pm, with occasional evenings and weekends to support events, meetings, and community engagement activities.