Administrative Assistant

The Y is a dynamic and diverse human service organization committed to nurturing the potential of kids, promoting healthy living and fostering a sense of social responsibility.

ADMINISTRATIVE ASSISTANT

OUR CULTURE:

Our mission and core values are brought to life by our culture. In the Y, we strive to live our cause of strengthening communities with purpose and intentionality every day. We are welcoming: we are open to all. We are a place where you can belong and become. We are genuine: we value you and embrace your individuality. We are hopeful: we believe in you and your potential to become a catalyst in the world. We are nurturing: we support you in your journey to develop your full potential. We are determined: above all else, we are on a relentless quest to make our community stronger beginning with you.

POSITION SUMMARY:

Under the direction of the Chief Operating Officer, the Administrative Assistant will assist the Chief Operating Officer (COO), Chief Financial Officer (CFO), and Chief Experience Officer (CXO) in all aspects related to administrative support of Y operations and programming including the delivery of high level of service to internal and external customers.

ESSENTIAL FUNCTIONS:

• Provides administrative support to the COO, CFO, and CXO. 

• Responsible for scheduling and coordinating COO, CFO, and CXO calendars around key meetings, training, and events. 

• Maintains and updates files, records, and reports. 

• Administers and maintains records of the Center Operations Committee, including coordination and posting of applicable documents (i.e. agenda, minutes, and board packets) on a web-based system.

• Serves as the liaison to Center Board Chairs, Vice Presidents, and Executive Directors, and outside vendors relating to day-to-day operations.

• Access and operate the Y’s Financial Management System (SGA) relative to budget, financial statements, and forecasts for Association reports. 

• Prepares reports, excel spreadsheets, and data entry that may be extensive and confidential in nature. 

• Attends and prepares minutes for meetings and assigns tasks out, as per discussed action register. 

• Assists COO, CFO, and CXO with accurate billing and coding of invoices.  

• Helps with coordinating meetings and training and ensures all associated materials are available. 

• Assists with ordering, sorting, and distributing of Center requests. 

• Ensures drinks and snacks are available for Home Office staff/meetings/training.  

• Orders catered meals when needed. 

• Analyzes and resolves Home Office administrative issues and works in tandem with other Home Office administrative staff members. 

• Assists with various aspects of event planning, including department/association-wide on-site and off-site meetings; attends meetings as needed to assist with on-site registration and coordination.

• Gathers data and assists in the completion of YMCA National reports. 

• Works with the Senior Leadership Team and other Home Office Staff on special projects. 

• Maintains confidential and sensitive information and materials in a professional and private manner. 

• Provides backup administrative support when needed to the President/CEO, Chief Legal Officer, and Chief Human Resources Officer.  

• Serves as the primary backup to the Home Office Receptionist and the Sr. Director of Executive Administration in all aspects, including insurance issues and claims. 

• Orders gifts as needed for sympathy, sickness, childbirth or appreciation per COO. 

• Manages coffee supplies and ordering for all YMCA branches.

• Responsible for ensuring the staff team has the information and support to address any alerts about potential members who appear on the sex offender registry.

• Performs other duties as assigned.

YMCA CAUSE-DRIVEN LEADERSHIP COMPETENCIES:

• Communication & Influence

• Functional Expertise

• Collaboration

QUALIFICATIONS:

• A minimum of 3 years of administrative experience supporting a training office or working for multiple individuals is preferred. 

• Superior written and verbal communication skills. 

• Must display a professional and courteous demeanor at all times, demonstrating excellent customer service skills. 

• Must possess advanced knowledge and experience using Microsoft Office Suites, including Word, Excel, PowerPoint, Google Docs, Google Mail, and Adobe Acrobat Pro. 

• Must possess excellent analytical, problem-solving, organizational, and time management skills.

• Must possess a proven track record of maintaining confidentiality. 

PREFERRED ATTRIBUTES:

• A bachelor’s degree or equivalent work experience is preferred. 

• Complete required certifications within 60 days of hire. For example: CPR/AED and First Aid

• A self-starter with the ability to work independently. 

• Excellent interpersonal skills; ability to work collaboratively with a diverse team of individuals at all levels of an organization, both inside and outside the YMCA. 

• Strong ability to multi-task and the capacity to constantly re-prioritize and make sound judgments to meet deadlines.

WORKING CONDITIONS:

Is subject to frequent interruptions

• Will be in contact with all levels of staff, board members, guests, vendors, business associates, applicants, and visitors

• Must be able to work beyond normal working hours in order to serve the needs of internal customers, weekends and holidays as needed for early morning meetings, extended weekday meetings/training, or weekend training/meetings

PHYSICAL REQUIREMENTS:

1. May be required to walk, stand, kneel, and stoop 

2. Continuous operations requiring attention to detail and multi-tasking 

3. Must be able to lift, pull, and move up to 50 pounds 

4. Must be able to stand or sit for long periods of time

ACCOUNTABILITY: 

Accountable for completion of assigned goals as measured by the number of people served, cause-driven measures, service satisfaction scores, operating results, and supervisor evaluation of assigned duties. Continuation of employment is contingent upon receipt of satisfactory results to meet the minimum requirements of the position.  The requirements may include background checks, drug tests, driver's license records, CPS, and/or criminal background checks.

Additional driver's license checks, CPS, criminal background checks, alcohol, and/or drug testing may be required to be processed in the future in order to meet and/or maintain the requirements of this position.

The YMCA of SouthHampton Roads is an Equal Opportunity Employer. In order to provide equal employment and advancement opportunities to all individuals, employment decisions at YSHR will be based on merit, qualifications, and abilities. YSHR does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity, veteran status or genetics.

Please Note: Requirements, skills, and abilities described above are representative of those that must be met by an employee to successfully perform the essentialfunctions of this position with or without reasonable accommodation. In no instance, however, should the duties, responsibilities, and requirements be interpreted as all-inclusive.