Administrative Assistant - Health & Wellness

Eugene Family Ymca•Eugene, OR

1d•Hybrid

About The Position

This position supports the work of the Y, a leading nonprofit charitable organization committed to strengthening community through youth development, healthy living, and social responsibility. The Health & Wellness Administrative Assistant supports the operational, administrative, and marketing needs of the Health & Wellness Department. This role provides direct support to the Health & Wellness Director, and works collaboratively with Personal Trainers, Group Fitness Instructors, Coordinators, interns, and other department staff to strengthen communication, member engagement, and program visibility. A primary focus of this position will be assisting with initiatives for Health & Wellness Group and Individual Fitness programs, as well as additional support for the department as a whole. This role will help elevate storytelling, member engagement, trainer visibility, and community connection through organized communication and collaborative promotional efforts. The Health & Wellness Administrative Assistant will also support day-to-day department operations, special projects, member communication, scheduling support, event coordination, and other administrative functions as assigned. This role requires strong organizational skills, professionalism, creativity, adaptability, and the ability to collaborate effectively in a fast-paced wellness environment.

Requirements

High school diploma or equivalent
Minimum of a year and a half of administrative, customer service, marketing, communications, or operational support experience
Relevant specialized courses, webinars or other learning beyond high school that can be obtained in one year or less (on topics such as business, communications, marketing, health & wellness, recreation or a related field)
Previous experience managing multiple projects, timelines and competing projects while demonstrating strong organizational skills
Excellent written and verbal communication skills with strong attention to professionalism and detail
At least intermediate-level proficiency with Microsoft Office, Canva, social media platforms, and/or similar communication and administrative tools

Nice To Haves

Associate’s degree or 2 years of coursework in Business, Communications, Marketing, Health & Wellness, Recreation, or a related field preferred
Prior experience in a YMCA, nonprofit, fitness, recreation, or community wellness environment
Experience supporting social media initiatives, marketing campaigns, communications, or member engagement efforts
Familiarity with scheduling, registration, CRM, or membership management systems such as Daxko, FamilyWorks, or related platforms
Experience supporting Personal Training, Group Fitness, or Wellness programming operations
Strong graphic design or visual communication skills using Canva or similar design software
Experience creating schedules, flyers, newsletters, social media content, promotional materials, or internal communication documents
Experience working with ambassadors, interns, volunteers, or peer leadership programs preferred
Bilingual or multilingual skills, with proficiency in both English and Spanish preferred, to better support staff, members, and community engagement

Responsibilities

Supports day-to-day administrative operations of the Health & Wellness Department, including communication, organization, scheduling support, and operational coordination.
Assists with marketing and member engagement efforts for Personal Training, Group Fitness, specialty programs, workshops, events, and department initiatives.
Collaborates closely with the Health & Wellness Director, interns, Personal Trainers, Group Fitness Instructors, and Coordinators to support communication and promotional initiatives.
Assists with creating, organizing, and distributing promotional materials, schedules, social media requests, digital communication drafts, internal announcements, and member-facing content.
Supports Personal Trainers and Health & Wellness staff with marketing-related initiatives, including trainer bios, social media visibility, promotional campaigns, member success stories, and program awareness efforts.
Coordinates communication and organizational support for interns and ambassador program participants, helping maintain project timelines, expectations, and collaboration.
Assists with maintaining accurate program information across department systems, schedules, digital platforms, and registration materials.
Provides administrative support for specialty programs, workshops, trainings, meetings, and department events, including participant communication, roster support, preparation of materials, and coordination assistance.
Supports member communication efforts by responding to inquiries, assisting with follow-up communication, and helping maintain a welcoming and service-oriented department experience.
Assists with department reporting, participation tracking, attendance records, data entry, and operational documentation.
Maintains organized department files, SOPs, communication templates, marketing resources, and internal documents.
Assists leadership with meeting preparation, agendas, department communications, and operational follow-up tasks.
Maintains professionalism and confidentiality while handling department information, employee communication, and member-related records.
Supports a culture of inclusion and belonging, ensuring the Wellness Center reflects the YMCA’s commitment to being the Most Welcoming Place on Earth.
Assists with special events, campaigns, community engagement opportunities, and YMCA-wide initiatives as needed.
Maintains all required YMCA certifications and trainings, including CPR/First Aid/AED, Bloodborne Pathogens, Youth Protection, and Workplace Discrimination & Harassment Prevention.
Works a flexible schedule, including occasional evenings or weekends as needed to support department operations, events, trainings, or ambassador program activities.
Performs other duties as assigned in support of the Health & Wellness Department and the broader mission of the YMCA.