Volunteer Executive Assistant

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Summary

The Executive Assistant for the YTC Team will be responsible for setting up meetings, organizing documents, sifting through resumes, managing emails and calendar invites, and a myriad of other tasks to help organize the Innovation Department. This is a volunteer role working with amazing team members in a dynamic fast-moving environment. It is also a great opportunity to build your skills and resume.

This role requires remote-working. Applicants must have regular and reliable access to the internet, as well as the motivation to dedicate their time to the organization.

Responsibilities

• Coordinate executive communications, including phone calls, emails, and interfacing with co-workers.
• Maintain calendars, schedule meetings, and appointments, and manage travel itineraries and company airplane.
• Interact with board members on a regular basis.
• Prepare reports, presentations, agendas, memos, and recaps for key meetings. Attend meetings as requested to help with organization and notetaking.
• Process invoices and timecards for the executive team.
• Maintain a variety of files required for the position including confidential records, company organization chart, email distribution lists, and office floor plans.
• Conserve executives' time by researching, collecting, organizing, analyzing, and preparing information in draft format for review.
• Organize company events such as luncheons, offsite meetings, and holiday parties.
• Assist with philanthropic efforts including requests for monetary and product donations and assisting with the volunteer program.
• Coordinate various company programs, i.e. company apparel and holiday gift boxes.
• Support the executive team with assignments as needed.

Competencies

• Excellent judgment, poise and professionalism, and ability to maintain the confidentiality of sensitive information.
• Willingness to enthusiastically complete both high-level and low-level tasks.
• Highly organized, detail-oriented, proactive, excellent time management and service focused.
• Problem-solving skills and the confidence to proactively provide solutions and process improvements to senior staff.
• Excellent verbal and written communication skills.
• Availability to perform job duties outside of normal business hours when necessary.