Executive Assistant & Development Coordinator

YMCA
Salary
$52,000.00
$60,000.00
How to Apply
Apply Online
Resumes Accepted Until
Make an impact behind the scenes—and at the center of it all.
Job Description

The Summit Area YMCA is seeking a highly organized, proactive Executive Assistant & Development Coordinator to provide high-level support to our CEO and Vice President of Advancement. This unique role combines executive administration with advancement coordination, offering the opportunity to work closely with organizational leadership while supporting board engagement, donor communications, fundraising operations, and special events.

This position is ideal for a curious, resourceful problem-solver who enjoys anticipating needs, creating effective systems, managing details, and taking ownership. You will regularly interact with board members, donors, committee volunteers, vendors, and other community partners while helping two externally facing leaders operate effectively and advance the Y’s mission.

You May Be the Right Fit If You

  • Are highly organized and enjoy creating systems that keep people and projects moving.
  • Naturally anticipate needs, take initiative, and follow through.
  • Can shift between priorities while maintaining close attention to detail.
  • Communicate clearly and professionally with senior leaders, board members, donors, volunteers, and community partners.
  • Are interested in Advancement work and enjoy supporting donor relations, fundraising efforts, and community engagement.
  • Enjoy solving problems, improving processes, and taking ownership of your work.
  • Handle sensitive information with professionalism and discretion.
  • Are curious, eager to learn, and excited to grow within a mission-driven organization.

 

What You’ll Do

  • Provide proactive administrative support to the CEO and Vice President of Advancement, including managing calendars, meetings, appointments, and occasional local travel.
  • Coordinate board, committee, and staff meetings; prepare agendas and materials, take minutes, and track follow-up items.
  • Manage the fundraising database, including donor records, reporting, auditing, and data integrity.
  • Prepare donor communications, correspondence, reports, presentations, and board materials.
  • Support fundraising initiatives, special events, and the Annual Campaign.
  • Coordinate communications and logistics with board members, donors, committee volunteers, vendors, and other community partners.
  • Maintain confidential records, organized digital files, project timelines, and departmental deadlines.
  • Collaborate across departments, anticipate needs, and identify opportunities to improve administrative processes and systems.

 

Salary & Benefits

This full-time, non-exempt position generally works Monday–Friday during standard business hours, with occasional evening or weekend responsibilities based on operational needs, projects, or emergencies. The salary range for this position is $52,000 – $60,000 annually. The compensation offered to the candidate selected for the position will depend on several factors, including the candidate's professional experience, skills and educational background.

The Summit Area YMCA offers a generous benefits package that includes: 

  • Subsidized medical, dental, and vision insurance. 
  • Life and long-term disability insurance. 
  • Paid vacation and holidays. 
  • Free YMCA family membership. 
  • Discounts on YMCA programs and services, including childcare and camp. 
  • Ongoing professional development and training opportunities. 
  • A 12% employer contribution to the YMCA retirement plan upon eligibility.
  • Full-time employment qualifies as eligible public service employment under the Public Service Loan Forgiveness (PSLF) Program

At the Summit Area YMCA, we are committed to equal opportunity employment regardless of gender, age, disability, ethnicity, sexual orientation, or religious affiliation. Our main purpose is to strengthen community. Every day, we work side-by-side with our neighbors to make sure that everyone can reach their full potential, and we strive to live our cause with purpose every day. No matter who you are or where you’re from, we believe that we’re stronger when we come together.

Qualifications
  • Bachelor’s degree in business administration, nonprofit management, communications, or a related field preferred, or an equivalent combination of education and relevant experience.
  • A genuine interest in nonprofit work, with enthusiasm for developing new skills and assuming increased responsibility over time.
  • Prior administrative or coordination experience, or an equivalent combination of experience and transferable skills.
  • Ability to convey information clearly and concisely in written and verbal communication.
  • Superior organizational skills with the ability to manage multiple priorities in a fast-paced environment.
  • High attention to detail and strong problem-solving abilities.
  • Ability to work independently and exercise good judgment and discretion.
  • Strong interpersonal skills and ability to work with diverse internal and external stakeholders.
  • Comfortable and professional in external-facing interactions with board members, donors, vendors, and volunteers.
  • Aptitude to become the subject matter expert for Bloomerang and Daxko; prior experience with a donor database or CRM is preferred but not required. Training will be provided.
  • Proficiency with Microsoft Office or similar online tools; ability to build polished presentations.
  • High degree of professionalism and discretion in handling confidential and sensitive information.
  • Experience with nonprofit, community engagement, or volunteer management is a plus.
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Essential Functions

Scheduling & Meeting Support

  • Provides proactive, detail-oriented administrative support to the CEO and Vice President of Advancement, anticipating needs rather than simply responding to requests.
  • Manages complex calendars, schedules meetings, coordinates appointments, and arranges occasional local travel and accommodations as needed.
  • Coordinates schedule for board meetings, committee meetings, and internal staff meetings.
  • Prepares and distributes meeting agendas and board/committee packets in advance of meetings.
  • Takes notes/minutes at meetings as needed and follows up on action items.

Database, Donor, & Board Communications

  • Prepares and edits correspondence, reports, slide decks, agendas, and meeting minutes.
  • Organizes and distributes materials for Board of Trustees and committee meetings.
  • Owns all aspects of the fundraising database, including donor input, reporting, auditing, and data integrity, under the guidance of the Director of Advancement Operations.
  • Serves as the primary point person and subject matter expert for Bloomerang; develops and maintains expertise in Daxko.
  • Assists with donor correspondence, including tax receipts, thank-you notes, donation pledge reminders, and acknowledgement letters in a timely manner.

Events & External Coordination

  • Provides administrative support for special events, including follow-up communication with committee members, vendors, and other external partners.
  • Assists in coordinating and implementing activities related to special events and the Annual Campaign.
  • Serves as a representative for the organization to our external constituents, demonstrating professionalism and a commitment to the Y's core values.

General Administrative Support

  • Maintains confidential files and records; ensures data security.
  • Manages the history and storage of digital files in an organized manner. 
  • Collaborates with internal partners and departments on projects.
  • Supports team project management by maintaining and tracking established timelines, deliverables, and deadlines.
  • Helps identify and troubleshoot scheduling conflicts, logistical gaps, or process improvements.
  • Performs general office duties, including supply ordering and file maintenance.
  • Performs other duties as assigned by the CEO, VP of Advancement, advancement staff, or Executive Leadership.
  • As an Ambassador for the Y, I communicate to members, volunteers, and the public that the Y is the nation’s leading non-profit committed to strengthening the community through Youth Development, Healthy Living and Social Responsibility.
  • As an Ambassador for the Y, communicates to members, volunteers, and the general public that opportunity and inclusion are core to the Summit Area YMCA mission. The SAY is open and inclusive of all people regardless of their ability, age, culture, ethnicity, gender, race, religion, sexual orientation and socio-economic background and we must all strive courageously against any discriminatory behavior.
Cause-Driven Leadership Competencies

Functional Expertise: Executes superior technical skills for the role.

Program/ Project Management: Ensures program or project goals are met and intended impact occurs.

Critical Thinking and Decision Making: Makes informed decisions based on logic, data, and sound judgement

Emotional Maturity: Demonstrates ability to understand and manage emotions effectively in all situations.