This position supports the mission and work of the Y, a leading nonprofit, charitable organization. The Administrative Assistant provides administrative support to the Metro Office to include assisting in daily office needs and managing general administrative duties for the President & CEO’s Office and the Executive Assistant’s Office. The Administrative Assistant will also provide support to the Chief Operating Officer’s Office, the Chief Talent Officer’s Office, and the Chief Philanthropy’s Office, on an as-needed basis. The Administrative Assistant assures the well-being for each participant in line with YMCA of the USA guidelines and association policies in accordance with their training.

Essential Functions:

• Models the YMCA core values of caring, honesty, respect, and responsibility
• Develops and maintains positive relationships with individuals and groups at all levels of the organization; supporting members connecting with each other and the YMCA
• Knows and reviews all emergency procedures and responds to emergency situations immediately in accordance with YMCA policies and procedures; completes related reports as required
• Maintains high standards of confidentiality
• Greets visitors and directs them to the right department or person, answering inquiries, and creating a welcoming environment
• Organizes and manages files and databases in a confidential manner
• Manages correspondence, including emails and phone calls
• Screens phone calls, redirects calls, and receives messages and directs them as appropriate
• Schedules appointments and meetings, creates virtual meeting arrangements, and makes reservations as needed for conference room(s), shared office space, etc.
• Receives deliveries, sorts and distributes incoming mail or packages, organizes interoffice mail between branches; prepares outgoing mail as necessary
• Maintains inventory of office supplies and ordering, as necessary
• Prepares purchase orders, check requests, expense reports, monthly credit card statements and processes invoices, and reviews all for accuracy
• Coordinates meetings, including preparation of agendas and meeting minutes, order food if needed, and meeting room or event facility setup
• Submits work orders through FacilityDude or IT Help Desk, as necessary
• Knows, follows, and enforces all YMCA policies, rules, regulations, procedures, and staff expectations, including those for the prevention of child abuse
• Ambassador of all YMCA programs with a focus on department offerings and member engagement
• Attends all mandatory meetings and trainings
• Is willing to step up, even if outside of the position description, to contribute to the overall success of the YMCA

YMCA Leadership Competencies:

• Engaging Community: Builds bridges with others in the community to ensure the Y’s work is community-focused and welcoming of all, providing community benefit
• Communication & Influence: Listens and expresses self effectively and in a way that engages, inspires, and builds commitment to the Y’s cause
• Emotional Maturity: Demonstrates ability to understand and manage emotions effectively in all situations

Experience, Education, and Qualifications:

• College degree or equivalent experience
• Computer proficiency in Microsoft Office Suite (Outlook, Excel, PowerPoint, SharePoint, etc.); experience with data base management software is a plus
• Experience or capacity to learn virtual meeting platforms, such as Zoom, to set up, plan or host meetings
• Demonstrates excellent planning, organizational, time management, and attention to detail skills, able to multi-task with minimal direction in a fast-paced environment
• Working knowledge of general office equipment
• Excellent communications skills (oral and written)
• The incumbent is a team player who is self-motivated, dependable, takes accountability for one’s actions and demonstrates excellent interpersonal, customer service, decision-making, and problem solving skills
• Exhibits a positive and professional attitude at all times

Trainings & Certifications:

• Must complete annual safety, combating sexual-harassment, and child abuse prevention trainings assigned by human resources prior to direct service
• Must have current CPR and First Aid

Physical Requirements:

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

• Ability to sit, use hands and fingers, stand, type, walk, reach, climb, balance, stoop, crouch, kneel and climb stairs.
• Occasionally required to lift and/or carry and move up to 30 pound.
• Specific vision abilities required close, color, distance, peripheral, depth perception and ability to adjust focus.
• Hear noises and distress signals in the office environment with background noise and perform all needed rescue skills.
• Movements frequently and regularly require using the wrists, hands and/or fingers.

Work Environment:

This job operates in a professional office environment. This role routinely uses standard office equipment. At times, employees may be exposed to undesirable working conditions, communicable infectious diseases, and risk of injury from others. All employees are required to always follow the preventative health policies of the YMCA. The noise level in the work environment is moderate.