Administrative Assistant (Chief Advancement Officer and Chief Financial Officer)

YMCA of Greater San Francisco•San Francisco, CA

21h•$35 - $40

About The Position

The Administrative Assistant provides comprehensive administrative, operational, and project support to the Chief Advancement Officer (CAO) and the Chief Financial Officer (CFO). Responsibilities are divided between Mission Advancement and Finance/HR functions. This role ensures efficient workflow, strong internal coordination, and effective support for donor and board-related activities. The position requires strong organizational skills, discretion, and the ability to manage priorities across two executive leaders and their teams.

Requirements

3–5 years of experience in administrative support, executive administration or office management; experience in nonprofit or mission-driven organizations is a plus.
Strong organizational and time-management skills with the ability to balance multiple priorities and stakeholders.
Excellent written and verbal communication skills, with attention to detail.
Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
Proficiency in Microsoft Office Suite; experience with CRM systems (e.g., Saleforce/NPSP, or similar) is advantageous.
Demonstrated ability to work both independently and collaboratively across teams and departments.
Commitment to the YMCA’s mission and values, including equity, community, and inclusion.

Responsibilities

Manage and prioritize the CAO’s calendar, including meeting scheduling, appointment coordination, and internal/external engagement planning.
Prepare agendas, briefing materials, presentations, and meeting follow-up notes for the CAO.
Process and track expense reports, receipts, reimbursements, and vendor invoices for the Mission Advancement team.
Serve as a primary administrative contact for the CAO, donors, internal staff, and community partners.
Provide administrative and logistical support for Mission Advancement subcommittees, including scheduling, preparing minutes, distributing materials, and maintaining records.
Assist with donor stewardship activities, including preparing and sending gift acknowledgments, follow-up letters, and donor engagement materials.
Support communications and coordination with Association Office board members involved in advancement initiatives.
Support the CFO with calendar management, scheduling, and preparation of materials for internal meetings and cross-departmental projects.
Assist with finance and HR administrative tasks, such as filing, digital recordkeeping, document formatting, and data entry.
Process checks received from funders, members, donors, etc., make bank deposit, and update records
Manage general office tasks for the CFO/HR team, including scheduling team meetings, ordering supplies for AO and the Annex, preparing agendas, taking notes, processing invoices and ensuring timely follow-up on action items.
Manage incoming and outgoing courier bags and mail, and coordinate with the courier service to resolve any delivery or service issues.
Assist with compliance-related documentation and internal process tracking as needed.
Provide support for special projects related to financial operations, HR initiatives, and organizational systems improvements.