1600 Brown Street

M-F 8am-5pm (Full-time)

Job Summary:
Under general supervision, assists the Chief Executive Officer, Chief Operations Officer, and Chief Finance Officer and the Board of Directors in the administration of all operational and Board related work for the agency by acting as the liaison to assist the C-Suite in supporting Board members, volunteers, officers, Leadership Team. Provides comprehensive support in managing multiple calendars, coordinating meetings, coordinating event support, reviewing and updating fundraising data-systems. Maintains Board and committee calendars to comply with Bylaws and Articles of Incorporation. This position requires strong communication, writing skills, and computer skills (MS Office) with the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Key Responsibilities:

• Manage all aspects and work with YWCA El Paso del Norte Board of Directors

• Mails timely and complete Board Packets

• Maintains current lists of Board of Directors and Committees

• Works with Board secretary to assure accurate timely minutes of Board Meetings.

• Maintains Board files, minutes and correspondence

• Arranges for monthly Board meetings and other activities as required.

• Invoices Board dues and maintains records of payments.

• Maintains database of Board and Committee service, tenure and eligibility. Maintains organization charts for Board and CEO staff.

• Maintains Executives’ appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.

• Creates and develops all correspondence, reports, lists and proposals as requested.

• Writes and edits e-mails, drafts memos and prepares communications on the C-Suite behalf.

• Organize meetings, including scheduling, sending reminders and organizing catering when necessary.

• Maintains corporate calendar and action items consistent with bylaws and articles of incorporation of YWCA El Paso Del Norte Region, YWCA of El Paso Foundation and YWCA Community Development Corporation.

• Maintains all corporate deadlines to help ensure timely submissions

• Maintains all files and ensures timely and accurate filing system

• Ensures data entry is accurate and supports CEO with stewardship coordination and management to ensure accuracy of system data, entry, and donor profiles.

• Compiles program department reports for meetings within the agency and for the Board.

• Prepares reports by collecting and analyzing information.

• Responsible for maintaining and gathering meeting minutes, rosters and other items as necessary

• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.

• Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.

• Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.

• Maintains customer confidence and protects operations by keeping information confidential.

• Makes all travel arrangements.

• Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.

• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.

• Works with committee chairpersons by providing them with information related to their committees and assists them with administrative support. Maintains and updates SharePoint/Shared Files with committee documents.

• Ensures that minutes are recorded and filed per policy.

• Develops committee agendas and reports for the Board and Executive Committee Meetings of the YWCA El Paso Board

• Maintains all records of regional and annual meetings. Coordinates all travel arrangements for the Executives and Board.

• Assist with Kronos management for the CEO.

• Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques

• Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies

• Contributes to team effort by accomplishing related results as needed.

• Other duties as assigned.

Job Qualifications:

• High school graduate and sufficient training in specialized or technical field required. Associate’s degree in business or accounting preferred.

• Three (3) to five (5) years’ experience in office administration, accounting, or related complex clerical work; or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.

• Or any equivalent combination of education, experience, and training which provides the required knowledge, skills, and abilities.

• Must have working knowledge of schedule management, book keeping practices and accepted office management procedures.

• Must be able to perform mathematical computations with reasonable speed and accuracy with and without mechanical assistance.

• Ability to prepare financial and other records of moderate complexity in a neat, legible manner required.

• Ability to understand and follow complex verbal and written instructions and technical or legal terminology necessary.

• Must be able to work flexible schedule and be available to work extended hours as needed.

• Fluency in English required. and fluency in Spanish preferred.

• Must be able to establish and maintain effective working relationships with a professional demeanor at all times with co-workers, the public, volunteers, Board members, participants, and others.

• High degree of confidentiality required for this position.

• Proficiency in operation of PC computer and MS software including advanced knowledge of Word and Access, Excel and PowerPoint.

• Must accurately type 50 words per minute.

• Must have access to personal vehicle with required liability insurance and valid driver’s license.

• Proven experience as an executive administrative assistant, senior executive assistant or in other secretarial position

• Full comprehension of office management systems and procedures

• High Proficiency in writing

• Exemplary planning and time management skills

• Up to date with advancements in office gadgets and applications

• Ability to multitask and prioritize daily workload

• Excellent organizational skills

• High level verbal and written communications skills

• Discretion and confidentiality

Anticipated Benefits:

YWCA Membership and Program Discounts
Basic Life Insurance
Medical, Dental, Vision and Retirement