Administrative Assistant

YMCA of Metropolitan Atlanta•Atlanta, GA

1d•Onsite

About The Position

The Administrative Assistant provides administrative support under the direction of the Executive Assistant and helps ensure the office operates smoothly and efficiently. The role serves as a key point of contact for internal and external stakeholders and supports the productivity of the team at the YMCA Leadership and Learning Center. Duties include coordinating meetings and events, handling communications and mail, maintaining supplies and records, preparing documents, and assisting with invoices, projects, and other administrative tasks.

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 in 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 sit for long periods in front of a computer and type for extended periods.
Ability to lift up to 25 pounds.
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 setups, catering, audiovisual needs, attendees, and logistics.
Coordinate external meetings hosted at the Leadership & Learning Center, 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.
Maintain 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 promptly, accurately, and professionally.
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 phone numbers, and request timely updates.
Coordinate updates to the Leadership & Learning Center email group with IT staff.
Work with Front Desk security staff on large first-floor box deliveries, distribution, and special projects.
Create, update, and maintain physical and electronic filing systems and ensure accurate, organized document storage.
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.