Executive Assistant

The YMCA of Snohomish County seeks a passionate cause-driven leader to join the senior leadership team as Executive Assistant to the CEO .

This is a Y that has almost doubled in size since 2020 (through COVID).

We take expansion seriously. In less than four years we went from concept to execution of our first ever overnight camp. We call it YMCA Camp Casey.

We opened a brand new licensed ELC and are in the process of opening another in 2026.

We are serious about developing leaders at every life stage. Watch this brief video about our program continuum.

Everything we do is in service to building future changemakers.

Position Summary

The Executive Assistant (EA) provides high-level administrative and strategic support to the Chief Executive Officer and senior leadership team of the organization. This individual ensures smooth daily operations by handling scheduling, travel, expenses, events and office management tasks while also serving as a proactive partner who anticipates needs, identifies challenges, and informs the CEO of emerging or related business concerns. The EA plays a central role in keeping the leadership team organized, connected, and focused on advancing the nonprofit's mission and values.

Our Mission and Culture
Our mission is to inspire, nurture and strengthen culturally vibrant communities through youth development, healthy living and social responsibility. We exhibit our values of Caring, Honesty, Respect and Responsibility. 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.

Qualifications

• Minimum 5 years of executive assistant or senior-level administrative experience, preferably in a nonprofit or mission-driven organization

• Strong organizational skills with the ability to manage multiple priorities and deadlines.

• Excellent written and verbal communication skills

• Demonstrated ability to take initiative with self-motivating attitude, anticipate needs and exercise sound judgment

• Proficiency with Microsoft Office Suite, (Word, Excel, PowerPoint), Visio is preferred along with experience in virtual meeting platforms (Zoom and Teams)

• Experience handling confidential and sensitive information with discretion

• Ability to build relationships and communicate effectively with staff, board members, donors, and external stakeholders

• Strong strategic thinking, facilitation, and relationship-building skills

• Embody sensitivity, working with individuals of diverse socio-economic backgrounds, cognitive and physical abilities as well as individuals of diverse cultural and ethnic backgrounds
• Fluency in English and second language, preferred
• Exceptional written, verbal, and interpersonal communication skills; ability to interact with individuals at all levels, including positive interaction with staff and community leaders; able to lead teams
• Works independently, has excellent organizational, time management and decision making skills, and the flexibility to manage and change priorities as required - must meet absolute deadlines
• YUSA Team Leader or Multi-Team Leader Certification, preferred
• Transportation to and from locations – meetings, trainings, etc.

Position Profile / Ideal Characteristics

• Emotionally intelligent, able to initiate, conduct and navigate difficult conversations with individuals at all levels

• Proactive problem-solver with strong critical thinking skills

• Highly organized and detail-oriented

• Professional, poised, and adaptable in fast-paced environments

• Collaborative team player with strong interpersonal skills

• Committed to the mission, vision, and values of the organization

Essential Functions:

Administrative & Scheduling Support

• Manage the CEO's calendar, including scheduling internal and external meetings, events, and conference calls.

• Coordinate logistics for meetings, prepare agendas, take detailed minutes, and ensure follow-up actions are tracked.

• Anticipate, plan and organize special events, retreats, and board-related activities as needed.

Travel & Expense Management

• Arrange domestic and international travel, including flights, lodging, and transportation.

• Track and reconcile credit card receipts, prepare expense reports, and ensure compliance with organizational policies.

Office & Resource Management

• Order and manage office supplies, technology needs, and other resources to ensure smooth operations.

• Serve as point of contact for vendors, consultants, and service providers as needed.

Leadership & Strategic Support

• Engage with senior leadership to understand their top challenges and emerging issues.

• Identify common themes or business problems across the organization and brief the CEO with actionable insights.

• Anticipate the needs of the CEO and leadership team, offering solutions proactively.

• Ensure the CEO is prepared for all meetings, with background materials, talking points, leave behinds and necessary follow-up items.

Other Duties

• Maintain a high level of confidentiality and discretion in all matters.

• Support cross-functional initiatives and organizational priorities as assigned.

• Represent the CEO's office with professionalism and a solutions-oriented approach.

Cause-Driven Leadership Competencies

• Community: Demonstrates a desire to serve others and fulfill community needs

• Influence: Seeks first to understand the other person's point of view and remains calm in challenging situations

• Relationships: Builds rapport and relates well to others

• Emotional Maturity: Accurately assesses personal feelings, strengths and limitations and how they impact relationships

• Project Management: Establishes goals, clarifies tasks, plans work, and actively participates in meetings

• Change Capacity: Demonstrates an openness to change, and seeks opportunities in the change process

• Quality Results: Serves to meet and exceed goals, and deliver a high-value experience to members

Y Culture

• Build relationships with a diverse membership base in culturally responsive ways, connect members with one another and to the YMCA

• Exhibit Caring, Honesty, Respect and Responsibility

• Complete required training and certifications within established guidelines

Embrace Leader Core Competencies:

Values

• Accepts and demonstrates the Y's values

Relationships

• Builds rapport and relates well with others

Influence

• Seeks first to understand the other person's point of view and and remains calm in challenging situations

Communication

• Listens for understanding and meaning; speaks and writes effectively

Decision Making

• Makes sound judgments and transfers learning from one situation to another

Project Management

• Establishes goals, clarifies tasks, plans work and actively participates in meetings

Finance

• Follows budgeting policies and procedures, and reports all financial irregularities immediately

Change Capacity

• Demonstrates an openness to change, and seeks opportunities in the change process

Emotional Maturity

• Accurately assesses personal feelings, strengths, and limitations and how they impact relationships

Self Development

• Pursues self-development that enhances job performance

Physical and Mental Demands: The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this job.

Physical Demands:

While performing the duties of this job, employees are regularly required to sit, walk and stand; talk or hear, both in person and by telephone; use hands repetitively handle, feel or operate standard office equipment; reach with hands and arms; and lift up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision and the ability to adjust focus.

Mental Demands:

While performing the duties of this job, employees are regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve non-routine and complex problems; may use math and mathematical reasoning; observe and interpret situations; learn and apply new information or skills; perform highly detailed work on multiple, concurrent tasks; work under intensive deadlines with frequent interruptions; and interact with members, staff, volunteers, and others encountered in the course of work, some of whom may be dissatisfied individuals.

Working Conditions: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Typically interaction with others is busy, constant and occasionally interruptive. Work may be demanding at times. May require ability to work irregular hours. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Job descriptions represent a general outline of job duties, functions and qualifications. They are not intended to be comprehensive in nature. In addition, jobs evolve over time and therefore their description may not reflect the precise nature of the position at a given point in time.

What you'll get from working at The Y:

FREE family YMCA membership
FREE training offered for all positions and get paid while you train for your job
Flexible work schedules and a family-friendly environment.
50% off ECE child care* for Full-Time staff (and their dependents).
100% off specific programs and services for Full-Time staff (and their dependents) that include:
School Age Child Care*, licensed Discovery Camp, Day Camps, 1 session of Overnight Camp, Family Camps, group swim lessons, youth sports, & youth leadership programs
Competitive benefits package for Full-Time staff.
Two medical plans to choose from: One is FREE for employee.
Dental plan is FREE for employee.
Life and long term disability with medical and dental insurance begin on the first of the month after start date.
2 weeks paid time off accrued per year to start (accrual increases with years of service) and 8 paid holidays for full-time staff.
Sick Pay accrued at rate of one hour for every 40 hours worked.
Tax-Deferred retirement