Corporate Administrative Assistant

YMCA Of South Hampton Roads•Chesapeake, VA

2d•$18 - $20•Hybrid

About The Position

Under the direction of the Chief Operating Officer, the Administrative Assistant will assist the Chief Operating Officer (COO), Chief Financial Officer (CFO), and Chief Growth Officer (CGO) in all aspects related to administrative support of Y operations and programming including the delivery of high level of service to internal and external customers.

Requirements

A minimum of 3 years of administrative experience supporting a training office or working for multiple individuals is preferred.
Superior written and verbal communication skills.
Must display a professional and courteous demeanor at all times, demonstrating excellent customer service skills.
Must possess advanced knowledge and experience using Microsoft Office Suites, including Word, Excel, PowerPoint, Google Docs, Google Mail, and Adobe Acrobat Pro.
Must possess excellent analytical, problem-solving, organizational, and time management skills.
Must possess a proven track record of maintaining confidentiality.

Nice To Haves

A bachelor’s degree or equivalent work experience is preferred.
Complete required certifications within 60 days of hire. For example: CPR/AED and First Aid
A self-starter with the ability to work independently.
Excellent interpersonal skills; ability to work collaboratively with a diverse team of individuals at all levels of an organization, both inside and outside the YMCA.
Strong ability to multi-task and the capacity to constantly re-prioritize and make sound judgments to meet deadlines.

Responsibilities

Provides administrative support to the COO, CFO, and CGO.
Responsible for scheduling and coordinating COO, CFO, and CGO calendars around key meetings, training, and events.
Maintains and updates files, records, and reports.
Administers and maintains records of the Center Operations Committee, including coordination and posting of applicable documents (i.e. agenda, minutes, and board packets) on a web-based system.
Serves as the liaison to Center Board Chairs, Vice Presidents, and Executive Directors, and outside vendors relating to day-to-day operations.
Access and operate the Y’s Financial Management System (SGA) relative to budget, financial statements, and forecasts for Association reports.
Prepares reports, excel spreadsheets, and data entry that may be extensive and confidential in nature.
Attends and prepares minutes for meetings and assigns tasks out, as per discussed action register.
Assists COO, CFO, and CGO with accurate billing and coding of invoices.
Helps with coordinating meetings and training and ensures all associated materials are available.
Assists with ordering, sorting, and distributing of Center requests.
Ensures drinks and snacks are available for Home Office staff/meetings/training.
Orders catered meals when needed.
Analyzes and resolves Home Office administrative issues and works in tandem with other Home Office administrative staff members.
Assists with various aspects of event planning, including department/association-wide on-site and off-site meetings; attends meetings as needed to assist with on-site registration and coordination.
Gathers data and assists in the completion of YMCA National reports.
Works with the Senior Leadership Team and other Home Office Staff on special projects.
Maintains confidential and sensitive information and materials in a professional and private manner.
Provides backup administrative support when needed to the President/CEO, Chief Legal Officer, and Chief People & Culture Officer.
Serves as the primary backup to the Home Office Receptionist and the Executive Assistant to the President & CEO in all aspects, including insurance issues and claims.
Orders gifts as needed for sympathy, sickness, childbirth or appreciation per COO.
Manages coffee supplies and ordering for all YMCA branches.
Responsible for ensuring the staff team has the information and support to address any alerts about potential members who appear on the sex offender registry.
Performs other duties as assigned.