Administrative Assistant

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Job Description

This position is responsible to provide essential administrative support to the Chief Executive Officer (CEO), Human Resources and the Annual Campaign.  Prepare and distribute correspondence, minutes, spreadsheets and reports; respond to information requests; meeting coordination; create and maintain organized files for Association records. Willing to assume additional work and/or duties as assigned by the Chief Executive Officer including drafting correspondence, records and file keeping, phone calls, special projects, etc. Ability to maintain confidentiality, follow verbal and written instructions, and respond to inquiries (members, staff, volunteers) in a tactful manner.

 

 

Qualifications

KNOW-HOW

Must have excellent written and verbal communication skills.  Strong organizational abilities needed as well as initiative.  Ability to multi-task and meet deadlines; PC proficient; expert command of Word, Excel, Calendar, PowerPoint, and InDesign; keen attention to detail, accuracy and efficiency.  The ability to work with others, take instruction, manage time, and handle multiple job responsibilities.  Must have professional maturity: helpful, courteous and professional when dealing with staff, members, and volunteers.  Committed to YMCA mission and its core values of caring, honesty, respect, and responsibility.

This position requires a commitment to the philosophy of the YMCA and the role of staff in achieving its goals.  A genuine interest in people and the ability to establish harmonious relationships with staff, volunteers, members, lay leaders and the community is essential.

 

Customer-Service Skills

Ability to consistently deliver impeccable quality of service and etiquette to staff, volunteers, Board of Directors and external customers / community members.  Professional / positive attitude at all times.

Organizational Skills

Proven skills for records, file-keeping & storage, attention to detail in completing / composing correspondence, applications, contracts, etc. and ability to multi-task and effectively deal with changing priorities/deadlines.

Computer Skills 

Minimum of Intermediate skill level – Word, Excel, Calendar, PowerPoint, InDesign, Internet and willingness to learn new software applications as needed.

Reasoning / Analytical Ability 

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with projects involving multiple variables. Ability to show initiative and work effectively and independently in a highly, at times, unstructured and time constrained environment.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. 

While performing the duties of this job, the employee is regularly required to sit, stand, walk, reach with hands and arms, use hands to finger, handle, or feel, speak and hear.  The employee is occasionally required to climb or balance, stoop, kneel, crouch or crawl.  The employee must occasionally lift and/or move up to 25 pounds. The employee must also be able to sit at a computer for 4-5 hours at a time typing and viewing a computer screen.

Work Environment

The work environment characteristics here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is low.  The pace is rapid and dynamic with brief windows-of-opportunity and short-notice deadlines. 

Additional Job Specifications:

  • Must be at least 18 years of age
  • Must have a least a H.S. Diploma; Completion of two or four year degree preferred
  • Must have a least two years of progressively more responsible administrative related work experience
  • Job Status & Start Date - TBD
  • Compensation - DOE
Essential Functions

ADMINISTRATION

  • Board of Directors & Committee Meetings Coordination: Responsible for meeting preparation including preparation of the monthly Board meeting packet materials, refreshments, meeting location, etc., and transcribe meeting minutes.
  • Annual Support Campaign: Will provide support under the direction of the COO.
  • Assist Human Resources as needed.

GENERAL OFFICE

  • Serves as reception for the CEO’s office.
  • Establishes and maintains good relationships with volunteers, staff, members and program participants.
  • Takes initiative to handle calls/emails when applicable, delivering professional, prompt and accurate messages.
  • Organizes certain meetings as requested and makes necessary arrangements. 
  • Prepares and composes a variety of written materials, including letters, notices, memorandums, forms, reports, flyers, handouts, agendas and minutes.  Proofreads and edits written materials for accuracy, clarity, spelling, punctuation and grammar.  Prepares written materials for publishing and storage in a variety of electronic formats.
  • Performs data entry. Access data to update, make edits and to perform queries and mathematical calculations.  Prepares and formats forms and reports.
  • Will gather information from Department Directors and compile for CEO as needed.
  • Maintains an organized, updated filing system.
  • Maintains/organizes/stocks Executive office as needed.

OFFICE SKILLS & OTHER RESPONSIBILITIES

  • Capable to use Microsoft Word, Excel, Calendar, PowerPoint and InDesign with accuracy and efficiency.
  • Maintain and operate copier equipment and other office equipment as requested.
  • Organize and maintain a clean and tidy office.
  • Be responsible and punctual to work schedule
  • Exemplify professional attire, attitude and conduct with staff, members, policy & program volunteers and the public
  • Be familiar with YMCA emergency procedures and implement procedures in case of an emergency

 

Cause-Driven Leadership Competencies