Executive Assistant
Princeton, New Jersey, United States

Job Summary

Occupation Clerical and Administrative
Specialty Executive Assistant
Location 08619, Trenton, New Jersey, United States
Visa Sponsorship No

Job Description

Last Update: 1/11/24
Under the direction and supervision of the Chief Executive Officer and Chief Operations Officer and in accordance with the mission and purpose of the YMCA, the Community Engagement/Executive Administrative Manager is responsible for is responsible for maintaining all Board of Directors documents, including Resolutions, and Board minutes. The Executive Assistant will also support the CEO, COO and other department directors as deemed necessary. He/She/They will oversee SNAP Outreach Efforts for the organization. He/She/They will follow and live by the YMCAs mission and standards. This position requires the person to speak and write proficiently in Spanish.
Serves as the assistant to the CEO regarding business between the office and Board of Directors in accordance with the Bylaws.
SNAP Outreach Key Responsibilities:

Conduct community outreach and education regarding SNAP benefits; assist individuals with determining eligibility to receive SNAP benefits and assist individuals with applying for benefits
Provide all potential SNAP clients compassionate and culturally-competent customer service and support
Coordinate follow-up with all individuals who have applied for benefits to determine acceptance into the SNAP program; provide additional support to individuals as needed
Work closely with County Board of Social Services to support community members throughout the application/verification process
Outreach Coordinator will work closely with Agency programs to coordinate and conduct outreach
Develop relationships with local food access/anti-hunger stakeholders and partners
Coordinate and facilitate outreach events, tables, workshops
Collect required program data and materials necessary for the tracking of program efforts, processes, and outcomes

Executive Administrative essential responsibilities

Serves as the assistant to the CEO regarding business between the office and Board of Directors in accordance with the Bylaws.
Demonstrates a professional manner and the ability to keep sensitive matters/information confidential.
Attends all Board of Director and Standing Committee meetings as deemed necessary by the CEO and records accurate minutes as required by Bylaws.
Works closely with the CEO and COO on projects as assigned.
Assumes primary role of day to day operations of Administrative Offices at the Hamilton Area YMCA.
Works closely with the Senior Fund Development Director to provide reports on donors, pledges and contributions as well as processing donor pledges, contributions and payments.
Manages all office equipment for workability including telephones, copiers and postage machine.
Opens and distributes mail received at the Hamilton Area YMCA.
Orders all office supplies as deemed necessary for ease of administrative operations.
Manages the annual Administrative budget and reviews it monthly for accuracy.
Manages securing space for meetings for staff and other outside groups.
Supports the Fund Development office in the management of annual contribution set ups and reports as requested by the Senior Fund Development Director.
Supports the Finance Department with information relative to daily operations and during the financial audit.
Establishes and maintains good working relationships with staff and outside vendors.
Maintains good working relationship with Y-partner organizations such as Miracle League, Mobile Meals of Hamilton and Hamilton Educational Foundation.
Acts as the notary for the YMCA and notarizes documents as needed.

General Responsibilities

Assists in translating documents, creating bi-lingual signage and assisting members and the community with Spanish translation when needed.
Performs all duties in a safe and efficient manner.
Performs other related duties as assigned or as necessary. Remains flexible and adaptable in work schedules and work assignments as defined by departmental and organizational needs.
Represents the Hamilton Area YMCA in a manner that conveys professionalism, confidentiality, courtesy, fairness, personal integrity, and respect for others.

A. Education and/or Experience

Prior experience in a non-profit or equivalent experience
Bachelors Degree in business or a related field and/or 1-3 years experience in the YMCA preferred.

B. Skills and Abilities

Proficient in speaking and writing in Spanish
Excellent written and verbal communication skills
Proficient in use of Microsoft Office

C. Certifications

Current CPR, AED, First Aid certification required

Job Type: Full-time
Pay: $40,000.00 - $44,000.00 per year

Dental insurance
Employee discount
Health insurance
Paid time off
Retirement plan


Monday to Friday


Microsoft Office: 1 year (Preferred)


Spanish (Required)

Work Location: In personHealth insurance