Administrative Assistant

YMCA of Metro Atlanta•Atlanta, GA

4d•Onsite

About The Position

Under the direction of the Executive Assistant (EA), the Administrative Assistant provides administrative support and helps ensure the smooth functioning of the office. The role serves as a point of contact for internal and external stakeholders and contributes to the efficiency and productivity of the team. The position is located at the YMCA Leadership and Learning Center. The Administrative Assistant supports meeting and event logistics, office and supply operations, communications, mail and courier distribution, records and filing, document preparation, and routine information requests. The role also assists with invoices and purchase orders, special projects, and administrative needs across the team. Applicants must be able to pass the required pre-employment background checks and be legally eligible to work in the United States without current or future sponsorship. The YMCA states that it does not discriminate in employment opportunities or practices based on protected characteristics.

Requirements

High school diploma or equivalent.
At least 2 years of experience as an administrative assistant or in a similar role.
Proficiency with office productivity software, such as Microsoft Office Suite.
Excellent organizational and time-management skills, including the ability to multitask and prioritize effectively.
Strong attention to detail and accuracy when handling documents and data.
Excellent written and verbal communication skills.
Strong interpersonal skills and the ability to interact professionally with internal and external stakeholders.
Discretion and integrity in handling confidential information.
Ability to work independently with minimal supervision and as a team member.
Flexibility to adapt to changing priorities and work in a fast-paced environment.
Ability to pass a pre-employment background check, including criminal record check, drug screening, motor vehicle record check, and reference check, according to company policy.
Must be legally eligible to work in the United States without current or future sponsorship.

Nice To Haves

Certification in office administration.

Responsibilities

Coordinate internal meetings with the Executive Assistant, including room setup, catering, audiovisual needs, attendees, and logistics.
Coordinate external meetings at the Leadership & Learning Center with the Executive Assistant, including logistics, security, custodial and building needs, vendor deliveries, attendee lists, room setups, audiovisual needs, and required materials or documents.
Collaborate with colleagues on project-based work and provide support to maintain efficient workflows.
Monitor and anticipate office-supply and soda-inventory needs; order copier supplies and repairs, name badges, nameplates, and lanyards.
Respond to internal and external emails and phone calls in a timely, accurate, and professional manner.
Process incoming and outgoing US mail.
Assist with special projects.
Prepare weekly branch courier packs and return distributions.
Maintain the Leadership & Learning Center staff list and request timely updates until the list is available online.
Coordinate with IT staff regarding updates to the Leadership & Learning Center email group.
Work with front-desk security staff on first-floor large-box deliveries, distribution, and special projects.
Create, update, and maintain physical and electronic filing systems and ensure documents are stored accurately and in an organized manner.
Prepare and format documents, reports, presentations, and spreadsheets using appropriate software.
Assist with preparing invoices and purchase orders for Accounts Payable.
Retrieve and provide requested information, records, or reports to internal staff or external parties.
Respond to routine inquiries and provide information to internal staff, clients, and other stakeholders.
Assist team members with printing, copying, and scanning documents.
Work with the Executive Assistant and Event staff on staff meetings, leadership meetings, special events, and staff retreats.