Administrative Assistant (La Central YMCA)

YMCA of Greater New York•Bronx, NY

4d•Onsite

About The Position

The Administrative Assistant at La Central YMCA provides direct administrative support to the Executive Office, carrying out daily administrative and operational responsibilities. The role manages the Executive Office calendar, schedules meetings, coordinates logistics, and communicates with the Branch Board, Senior Management Staff, and YMCA constituents. The position supports the administrative aspects of the Annual Campaign, Marketing and Communications, Achievers in Industry programs, and Gala planning. This includes coordinating events, managing meeting schedules and room rentals, supporting donors and community supporters, and assisting with donor tracking and data entry. The Administrative Assistant also supports the Business Manager with purchase requisitions and p-card expenses and allocations, contributes to special projects, and assists other departments as needed. Evening and weekend availability is required based on events and operational needs.

Requirements

Bachelor’s degree or equivalent work experience.
Two to three years of administrative experience.
One to three years of experience working with staff and volunteers.
One to three years of community relations experience.
Excellent written and verbal communication skills.
Strong organization and attention to detail.
Proficiency in Microsoft Office.
Interpersonal and communication skills, including the ability to interact with a variety of stakeholders.
Good judgment.
Evening and weekend availability based on events and operational needs.

Nice To Haves

Experience with design programs such as InDesign or Quark.
Knowledge of donor development.
Knowledge of fund development and board development.
Knowledge of the AS400 database and web management.
Multilingual ability.

Responsibilities

Prepare memos, correspondence, minutes, reports, charts, and other materials for special projects and regular office operations.
Support and coordinate requests for AS400 and other online searches.
Track projects across departments and support interdepartmental work groups.
Plan meetings and coordinate logistics, including venues, catering, speaker invitations, and promotional materials.
Maintain calendars, schedules, and appointments; prepare and distribute minutes; and arrange Board, committee, and staff meetings.
Ensure meeting materials are prepared in a timely manner.
Attend board, volunteer committee, and leadership meetings; take minutes and document follow-up items.
Manage logistics for the Achievers in Industry program and Annual Gala.
Enter gifts into AS400, produce weekly reports, prepare and send donor acknowledgement letters, and maintain a gift tracking and filing system that meets audit requirements.
Carry out in-house mailings, including mail merges as needed.
Serve on the Annual Campaign Committee and work with volunteers and staff.
Help plan and execute events for the Annual Campaign and branch events.
Handle mail and office supplies, manage room rental bookings, and maintain the members’ community board.
Model the Y’s four core values and provide leadership to branch operations when needed.
Work with the Business Manager on p-card expenses and allocations.
Manage internal and external room rentals.
Assist other departments with administrative tasks as needed.
Perform other duties as assigned.