Executive Administrative Assistant

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Executive Administrative Assistant | Position Description

YWCA Dayton, dedicated to the empowerment of women and the elimination of racism, seeks an energetic, dedicated person to be an integral part of our team. The Executive Administrative Assistant is responsible for high-level administrative support to the Chief Executive Officer.  The Executive Administrative Assistant has a demonstrated high level of professionalism and polish in executive interactions. He/she is responsible for providing organized, proactive, and flexible support in order to meet the needs of a busy nonprofit organization efficiently and accurately. The Executive Administrative Assistant will often be a main point of contact for employees, clients, Board members, donors, and others, and therefore will be a key representative of YWCA Dayton, its mission, and its values.


  • Performs administrative duties for Chief Executive Officer.
  • Responsible for the organization and preparation of all CEO meetings and any follow-up required.
  • Communicates and functions directly, and on behalf of the CEO, with executive team, staff, external partners, and others.
  • Conserves CEO’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating communications.
  • Welcomes guests by greeting them, in person or on the telephone and answering or directing inquiries.
  • Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
  • Responsible for Board meeting preparation, to include meeting arrangements, assembling and distributing agenda materials, taking accurate minutes, and any follow-up required.
  • Performs general office duties and assists with various administrative needs of management team and other departments.
  • Opens, sorts, and distributes incoming correspondence, including faxes and email.
  • Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
  • Manages multiple calendars, excelling at scheduling while being aware of any potential conflicts and working around them proactively.
  • Manages travel plans, to include itineraries based on trip guidelines.
  • Provides assistance with special event planning and execution for the Annual Board Meeting.
  • Acts often as initial point of contact to individuals, clients, donors and others on behalf of YWCA Dayton.
  • Often receives employee, client, and resident concerns and acts accordingly to ensure immediate resolution.
  • Develops, implements, and participates in employee recognition and staff morale programs, such as birthday and anniversary recognition, holiday party, and other events as appropriate.
  • Upholds a strict level of confidentiality.


  • Proven high level of professionalism and poise during interactions featuring high stress and/or difficult and challenging information at all levels throughout the organization.
  • Comfort and agility in personnel engagement and developed skills in relational savvy.
  • Flexibility, with the ability to handle many tasks with few errors.
  • Ability to prioritize tasks.
  • Responsive to the needs and request of staff, volunteers, donors, and Board of Directors.
  • Exceptional, proven skills and experience with calendar management, meeting coordination, and meeting support planning.
  • Excellent computer skills, with a high proficiency in Microsoft Office.
  • Must maintain employer and customer confidence and protection of operations by keeping information confidential.
  • Demonstrated commitment and understanding of the YWCA mission, vision, history, and programs.
  • Must be able to work independently and be an enthusiastic self-starter, who is intelligent, highly creative, and innovative in designing and planning; hard-working, punctual, detail-oriented, and personable, with strong organizational skills.
  • High-level oral and written communication skills, with the ability to interpret and explain written and statistical data to a wide range of audiences.
  • Strong analytical skills – ability to solve problems, make decisions, and perform effectively in crisis situations.
  • Sensitivity to the needs and issues of YWCA Dayton’s client population and the ability to establish a strong rapport with the same.
  • Listens well, shares work-related information, and is open to others’ perspectives, work styles, and methods.
  • Willing to follow supervisory directions and attend trainings, staff meetings, and conferences as needed for the position.
  • Develops effective working relationships at all levels and values these relationships as critical to effective work.
  • Ability to address conflict in a respectful manner.
  • Will collaborate with other staff and/or departments to meet the needs of the organization.
  • Will be available to times and events when evenings and weekends are scheduled.
  • Demonstrated organization, facilitation, communication, and presentation skills.
  • Holds a notary license.


  • Minimum 1 year of executive-level administrative experience with emphasis on calendar management and/or a bachelor’s degree is desirable.
  • Knowledge and experience in information privacy laws, access, and release of information; knowledge and experience in health information management.


  • Must be responsive to the needs and requests of clients, residents, staff and Board of Directors.
  • Must extend courtesy, friendliness and overall respect to all of the above.
  • Will collaborate with other staff and/or departments to meet the needs of the organization.
  • Will be available to times and events when evenings and weekends will be required to fulfill duties.


  • Listens well, shares work-related information, is open to others’ perspectives, work styles and
  • Willingly collaborates and cooperates with others in the organization.
  • Develops effective working relationships at all levels and values these relationships as critical to
    effective work.
  • Ability to address conflict in a respectful manner.
  • Expresses ideas clearly and effectively both verbally and in writing.


  • Ability to prioritize work to meet deadlines.
  • Consistently follows through on projects and issues.
  • Flexible, adaptable and responsive to change.
  • Ability to adequately respond to requests and demands in a timely manner.
  • Adept at modifying plans/strategies as needed to best meet the needs of those involved.

TO APPLY: Please submit a letter of interest and your résumé to:
Human Resource Department
141 W. Third St.
Dayton, Ohio 45402

YWCA Dayton Culture and Values
Empowering Women and Eliminating Racism
YWCA Dayton is part of the largest and oldest multicultural women’s organization in the world; we leverage that collective strength into a unified movement joined through the comprehensive mission of eliminating racism, empowering women, and promoting peace, justice, freedom, and dignity for all.

Founded in 1870, YWCA Dayton lives its mission and is a champion of women and girls in three key ways: direct service programming, community outreach and education, and advocacy and public policy support. Our core services are focused on preventing and responding to gender-based violence; supporting women’s economic empowerment; strengthening women and girls’ leadership development; and advocating for legislation and policies that promote racial and social justice for women and girls.

These include:

  • Emergency shelter and crisis support services for women and children fleeing domestic violence
  • Crisis and counseling services for survivors of sexual assault, human trafficking, and stalking
  • Affordable housing and life skills training for single women transitioning to independent living from homelessness or abuse
  • Housing assistance for women and children who have experienced domestic violence and families who are experiencing sudden homelessness
  • Girls LEAD!, an in-school, after-school, and summer camp empowerment and education program for girls 11-18

YWCA Dayton continues to be a touchstone, a stepping stone, or a resting stone for more than 100 women and children, every day. We are constantly working to ensure that the Miami Valley community will always have amidst its future, a place dedicated to empowering women and eliminating racism.

Need help? It starts with a call.

If you are in immediate need of assistance, call 911.

24/7 Crisis & Domestic Violence Hotline: 937-222-SAFE (7233)