Executive Administrator to President/CEO

YMCA • Marco Island, FL • 1w ago

Executive Administrator to President/CEO

Reports To: President/Chief Executive Officer (primary) and Director of Development (secondary)

Job Description

The Executive Administrator provides high-level, confidential, and strategic administrative support to the President/CEO of the YMCA of Collier County. 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.

Work Schedule: Core hours Monday–Friday 9-6 (12:30 break), with occasional evenings and Saturdays/Sundays to support events, meetings, and community engagement activities.

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.

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 direct 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 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

· Helps maintain a welcoming, organized, mission-aligned environment

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

· Supports HR functions such as onboarding, offboarding, compliance documentation, and staff communications

· Ensures smooth internal workflows and consistent processes across departments

Cross-Functional & 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

· Provides backup administrative support across departments

Board of Directors & Volunteer Leadership Support
· Coordinate Board and committee meetings, including Development-related committees with giving direction 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 & 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 & Management
· Support recruitment, onboarding, and coordination of volunteers.

· Serve as a primary point of contact for volunteers.

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

Organizational & Strategic Support
· Assist with tracking executive priorities and strategic initiatives.

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

· Maintain Board portal.

Office & Operations Management
· Manage executive office systems and workflows.