Association Executive Administrator

YMCA OF COASTAL CAROLINA•Myrtle Beach, SC

18d•Hybrid

About The Position

The Association Executive Administrator plays a key support role in helping the YMCA deliver on its mission by providing high-quality administrative and operational support to the Association. This position ensures strong governance support to the Board of Directors and contributes to the success of development efforts through efficient donor management, sponsorship tracking, and stewardship coordination.

Requirements

Previous experience in administrative support, nonprofit fundraising, or board coordination preferred.
Strong attention to detail, organizational skills, and follow-through.
Ability to handle confidential information with discretion.
Excellent written and verbal communication skills.
Proficiency with Microsoft Office Suite; experience with CRM or donor databases a plus.
Commitment to the YMCA's values of caring, honesty, respect, and responsibility.
Office environment with flexibility for remote/hybrid work as determined.
May occasionally require evening availability for board or donor events.
Requires sitting, data entry, light lifting (up to 20 lbs for event support), and regular computer use.
Ability to plan, lead and participate in activities.
Ability to be physically active to include but not limited to walking, sitting, squatting, standing, kneeling, climbing, running, lifting, pushing, pulling, etc.
Must have the physical, visual and auditory ability to perform the essential functions of the job.

Responsibilities

Plan and coordinate meetings for the Board of Directors and its committees, including scheduling and logistics.
Compile and distribute board materials (agendas, CEO/COO reports, dashboards, financials).
Maintain official governance records (minutes, bylaws, board rosters, board policies, term tracking).
Attend board and committee meetings to accurately record and prepare official meeting minutes.
Support scheduling and communication needs of the CEO and Board Chair.
Maintain accurate donor, sponsor, and campaign records in the customer relationship management (CRM) system.
Process donations and produce timely acknowledgement letters.
Track and report on pledges, gifts, sponsorship commitments, and donor activity.
Produce reports and dashboards for leadership and board review.
Coordinate stewardship activities beyond standard acknowledgements (e.g., donor gifts, plaques, thank-you events).
Track key stewardship touchpoints and maintain stewardship calendars.
Support logistics for donor recognition and stewardship gatherings.
Maintain accurate tracking of sponsorship benefits and timelines.
Coordinate delivery of sponsor recognition (e.g., logos, signage, acknowledgements) across departments.
Ensure all sponsorship commitments are fulfilled and documented.
Assist in planning and executing annual campaigns.
Support creation of donor communications (letters, emails, campaign updates).
Coordinate campaign materials including mailing lists, digital communications, and printing.
Assist in preparation of donor proposals, briefing packets, and supporting materials for the CDO and CEO.
Draft and track gift agreements and support stewardship and data entry requirements.