Ymca Of Central Maryland, Inc.
Executive Administrator
Ymca Of Central Maryland, Inc., Towson, Maryland, United States, 21286
303 W Chesapeake Ave, Towson, MD 21204, USA
Job Description Posted Monday, January 5, 2026 at 5:00 AM
Overwhelmingly, people who decide they want to be a part of the Y in Central Maryland tell us they do so because it reflects their values and a conscious decision, they’ve made about how they choose to live their lives. The happiest and most fulfilled Y associates are those who are motivated to help others and who want to be a part of something larger than themselves. If this speaks to your heart, then we invite you to join our team. Be a part of a charitable, mission-driven organization that works for individual and community well-being for all, for a better us. At the Y in Central Maryland, we offer a comprehensive benefits package designed to support your well-being and professional growth. Enjoy flexible schedules, competitive pay, and generous paid time off, alongside medical, dental and vision benefits, as well as dependent care FSA. We offer a generous employer contribution to the Y retirement fund, and opportunities for career advancement. Our commitment to fostering a positive work environment means you'll have access to training and development programs that align with our mission to empower individuals and strengthen communities. Join us and bring your passion to a fulfilling career where you can truly make a difference!
POSITION SUMMARY: The Executive Administrator provides strategic administrative, operational, and project management support to the Association Office and executive leadership. This role enhances organizational effectiveness by streamlining processes, improving communication workflows, and maintaining a safe and well ‑ functioning work environment. In addition to office operations, the Executive Administrator provides high-level executive support to multiple senior leader including strategic calendar management, preparation of communications and briefing materials, initiative tracking, and proactive workflow oversight to advance organizational priorities. Serving as a central resource for associates, leadership, and external partners, the Executive Administrator demonstrates exceptional professionalism, sound judgment, and a commitment to delivering high-quality service aligned with The Y in Central Maryland’s core values.
ESSENTIAL FUNCTIONS: The Executive Administrator is responsible for office operations, executive administrative support, cross-department coordination , and organization documentation oversight.
Office Management
Oversee and support all administrative operations for the Association Office to ensure efficient, organized, and customer-focused workflows.
Manage the administrative and occupancy budgets for the Association Office, ensuring accurate tracking, forecasting, and fiscal stewardship.
Monitor inventory of office supplies, equipment, and furniture, including ordering, receiving, unpacking, and distributing materials as needed.
Process invoices in alignment with organizational accounting procedures.
Oversee and/or perform receptionist functions, including greeting visitors, answering and directing phone calls and emails, and ensuring customers are connected to the appropriate associates.
Interview, train, schedule, and supervise general office support associates, ensuring service quality and alignment with organizational expectations.
Receive, sort, and distribute incoming mail and deliveries; manage outgoing mail and coordinate with the Y Distribution Center as required.
Develop, maintain, and implement office policies, procedures, and standards to support operational consistency and compliance.
Oversee building maintenance needs to ensure a clean, safe, and well-functioning work environment; coordinate with property managers and the facilities team as necessary.
Manage administrative vendor relationships, including contracts and services related to copiers, office supplies, storage, and general office maintenance.
Executive Support
Provide comprehensive administrative support, including coordinating group meetings, maintaining calendars, preparing expense reports, arranging travel, and conducting research.
Manage and prioritize complex calendars, ensuring alignment with strategic priorities and adequate preparation time.
Anticipate needs and proactively prepare executives with agendas, briefing materials, talking points, documents, and follow-up summaries.
Draft and edit executive-level communication, including emails, memos, presentations, and reports, ensuring clarity, professionalism, and alignment with organizational tone.
Track action items, deliverables, and deadlines resulting from meetings; ensure accountability and timely follow-through.
Serve as a liaison with internal leaders and external partners using strong judgment and discretion.
Administration
Coordinate, attend, and actively participate in meetings, events, and special functions as needed, providing logistical and administrative support.
Support board operations, including preparing meeting materials, coordinating logistics, and accurately recording, drafting, and distributing meeting minutes.
Collaborate with departments on administrative and project-based tasks.
Ensure alignment and follow-through across departments by coordinating timelines, gathering information, and keeping executives informed.
Develop and maintain a centralized permanent file repository in partnership with Risk Management and Facilities, ensuring consistent organization, retention, and accessibility of records.
Oversee document management practices ensuring compliance with retention and confidentiality requirements.
QUALIFICATIONS: Education
College degree or equivalent experience plus experience in business office.
Experience
Minimum of 10 years of experience in an administrative, office management, or executive support role, preferably in a multi-department or complex organizational environment.
Demonstrated ability to manage competing priorities for multiple executives and make informed decisions about urgency, sequencing, and delegation.
Exceptional attention to detail with demonstrated accuracy in administrative and project-related tasks.
Strong organizational and time management skills, with the ability to manage multiple priorities, meet deadlines, and adapt to changing needs.
Proven ability to work independently as a self-starter, demonstrating initiative, sound judgment, and a high level of reliability.
Ability to anticipate executive needs and take initiative without requiring detailed direction.
Excellent communication and interpersonal skills, with the ability to work effectively with colleagues, leadership, members, and external partners.
Strong problem-solving and analytical abilities, with the capacity to troubleshoot issues and propose effective solutions.
Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Google Workspace with the ability to quickly learn new software applications and systems.
Ability to handle confidential and sensitive information with professionalism, discretion, and integrity.
WORKING CONDITIONS: General Office environment, use of computer, printer, etc.
ENVIRONMENTAL FACTORS, PHYSICAL REQUIREMENTS: Physically able to successfully complete required job functions, including use of hands, arms, fingers, able to talk and hear, use a computer, sit and stand, regularly move/lift up to 50 pounds, enter all Y environments (office spaces, indoor and outdoor maintenance/mechanical areas, fitness areas, pool and pool space, camping areas, unimproved outdoor locations and other program areas).
All Y associates agree to abide by The Code of Conduct with Youth that sets clear expectations for associates and volunteers to ensure a safe and respectful environment for young people. It emphasizes treating youth with respect and fairness, avoiding inappropriate physical or verbal interactions, and adhering to established standards of affection. The policy strictly prohibits any form of abuse, bullying, or harassment and mandates the reporting of suspected mistreatment. Additionally, associates and volunteers must complete training on child abuse prevention and comply with legal reporting requirements to safeguard youth.
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Job Description Posted Monday, January 5, 2026 at 5:00 AM
Overwhelmingly, people who decide they want to be a part of the Y in Central Maryland tell us they do so because it reflects their values and a conscious decision, they’ve made about how they choose to live their lives. The happiest and most fulfilled Y associates are those who are motivated to help others and who want to be a part of something larger than themselves. If this speaks to your heart, then we invite you to join our team. Be a part of a charitable, mission-driven organization that works for individual and community well-being for all, for a better us. At the Y in Central Maryland, we offer a comprehensive benefits package designed to support your well-being and professional growth. Enjoy flexible schedules, competitive pay, and generous paid time off, alongside medical, dental and vision benefits, as well as dependent care FSA. We offer a generous employer contribution to the Y retirement fund, and opportunities for career advancement. Our commitment to fostering a positive work environment means you'll have access to training and development programs that align with our mission to empower individuals and strengthen communities. Join us and bring your passion to a fulfilling career where you can truly make a difference!
POSITION SUMMARY: The Executive Administrator provides strategic administrative, operational, and project management support to the Association Office and executive leadership. This role enhances organizational effectiveness by streamlining processes, improving communication workflows, and maintaining a safe and well ‑ functioning work environment. In addition to office operations, the Executive Administrator provides high-level executive support to multiple senior leader including strategic calendar management, preparation of communications and briefing materials, initiative tracking, and proactive workflow oversight to advance organizational priorities. Serving as a central resource for associates, leadership, and external partners, the Executive Administrator demonstrates exceptional professionalism, sound judgment, and a commitment to delivering high-quality service aligned with The Y in Central Maryland’s core values.
ESSENTIAL FUNCTIONS: The Executive Administrator is responsible for office operations, executive administrative support, cross-department coordination , and organization documentation oversight.
Office Management
Oversee and support all administrative operations for the Association Office to ensure efficient, organized, and customer-focused workflows.
Manage the administrative and occupancy budgets for the Association Office, ensuring accurate tracking, forecasting, and fiscal stewardship.
Monitor inventory of office supplies, equipment, and furniture, including ordering, receiving, unpacking, and distributing materials as needed.
Process invoices in alignment with organizational accounting procedures.
Oversee and/or perform receptionist functions, including greeting visitors, answering and directing phone calls and emails, and ensuring customers are connected to the appropriate associates.
Interview, train, schedule, and supervise general office support associates, ensuring service quality and alignment with organizational expectations.
Receive, sort, and distribute incoming mail and deliveries; manage outgoing mail and coordinate with the Y Distribution Center as required.
Develop, maintain, and implement office policies, procedures, and standards to support operational consistency and compliance.
Oversee building maintenance needs to ensure a clean, safe, and well-functioning work environment; coordinate with property managers and the facilities team as necessary.
Manage administrative vendor relationships, including contracts and services related to copiers, office supplies, storage, and general office maintenance.
Executive Support
Provide comprehensive administrative support, including coordinating group meetings, maintaining calendars, preparing expense reports, arranging travel, and conducting research.
Manage and prioritize complex calendars, ensuring alignment with strategic priorities and adequate preparation time.
Anticipate needs and proactively prepare executives with agendas, briefing materials, talking points, documents, and follow-up summaries.
Draft and edit executive-level communication, including emails, memos, presentations, and reports, ensuring clarity, professionalism, and alignment with organizational tone.
Track action items, deliverables, and deadlines resulting from meetings; ensure accountability and timely follow-through.
Serve as a liaison with internal leaders and external partners using strong judgment and discretion.
Administration
Coordinate, attend, and actively participate in meetings, events, and special functions as needed, providing logistical and administrative support.
Support board operations, including preparing meeting materials, coordinating logistics, and accurately recording, drafting, and distributing meeting minutes.
Collaborate with departments on administrative and project-based tasks.
Ensure alignment and follow-through across departments by coordinating timelines, gathering information, and keeping executives informed.
Develop and maintain a centralized permanent file repository in partnership with Risk Management and Facilities, ensuring consistent organization, retention, and accessibility of records.
Oversee document management practices ensuring compliance with retention and confidentiality requirements.
QUALIFICATIONS: Education
College degree or equivalent experience plus experience in business office.
Experience
Minimum of 10 years of experience in an administrative, office management, or executive support role, preferably in a multi-department or complex organizational environment.
Demonstrated ability to manage competing priorities for multiple executives and make informed decisions about urgency, sequencing, and delegation.
Exceptional attention to detail with demonstrated accuracy in administrative and project-related tasks.
Strong organizational and time management skills, with the ability to manage multiple priorities, meet deadlines, and adapt to changing needs.
Proven ability to work independently as a self-starter, demonstrating initiative, sound judgment, and a high level of reliability.
Ability to anticipate executive needs and take initiative without requiring detailed direction.
Excellent communication and interpersonal skills, with the ability to work effectively with colleagues, leadership, members, and external partners.
Strong problem-solving and analytical abilities, with the capacity to troubleshoot issues and propose effective solutions.
Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Google Workspace with the ability to quickly learn new software applications and systems.
Ability to handle confidential and sensitive information with professionalism, discretion, and integrity.
WORKING CONDITIONS: General Office environment, use of computer, printer, etc.
ENVIRONMENTAL FACTORS, PHYSICAL REQUIREMENTS: Physically able to successfully complete required job functions, including use of hands, arms, fingers, able to talk and hear, use a computer, sit and stand, regularly move/lift up to 50 pounds, enter all Y environments (office spaces, indoor and outdoor maintenance/mechanical areas, fitness areas, pool and pool space, camping areas, unimproved outdoor locations and other program areas).
All Y associates agree to abide by The Code of Conduct with Youth that sets clear expectations for associates and volunteers to ensure a safe and respectful environment for young people. It emphasizes treating youth with respect and fairness, avoiding inappropriate physical or verbal interactions, and adhering to established standards of affection. The policy strictly prohibits any form of abuse, bullying, or harassment and mandates the reporting of suspected mistreatment. Additionally, associates and volunteers must complete training on child abuse prevention and comply with legal reporting requirements to safeguard youth.
#J-18808-Ljbffr