Executive Assistant & Advancement Coordinator (Full Time)
About The Position
The Summit Area YMCA is seeking a highly organized, proactive Executive Assistant & Advancement Coordinator to provide high-level support to our CEO and Vice President of Advancement. This unique role combines executive administration with advancement coordination, offering the opportunity to work closely with organizational leadership while supporting board engagement, donor communications, development operations, and special events. This position is ideal for a curious, resourceful problem-solver who enjoys anticipating needs, creating effective systems, managing details, and taking ownership. You will regularly interact with board members, donors, committee volunteers, vendors, and other community partners while helping two externally facing leaders operate effectively and advance the Y’s mission.
Requirements
- Bachelor’s degree in business administration, nonprofit management, communications, or a related field preferred, or an equivalent combination of education and relevant experience.
- A genuine interest in nonprofit work, with enthusiasm for developing new skills and assuming increased responsibility over time.
- Prior administrative or coordination experience, or an equivalent combination of experience and transferable skills.
- Ability to convey information clearly and concisely in written and verbal communication.
- Superior organizational skills with the ability to manage multiple priorities in a fast-paced environment.
- High attention to detail and strong problem-solving abilities.
- Ability to work independently and exercise good judgment and discretion.
- Strong interpersonal skills and ability to work with diverse internal and external stakeholders.
- Comfortable and professional in external-facing interactions with board members, donors, vendors, and volunteers.
- Aptitude to become the subject matter expert for Bloomerang and Daxko; prior experience with a donor database or CRM is preferred but not required. Training will be provided.
- Proficiency with Microsoft Office or similar online tools; ability to build polished presentations.
- High degree of professionalism and discretion in handling confidential and sensitive information.
Nice To Haves
- Experience with nonprofit, community engagement, or volunteer management is a plus.
Responsibilities
- Provide proactive administrative support to the CEO and Vice President of Advancement, including managing calendars, meetings, appointments, and occasional local travel.
- Coordinate board, committee, and staff meetings; prepare agendas and materials, take minutes, and track follow-up items.
- Manage the fundraising database, including donor records, reporting, auditing, and data integrity.
- Prepare donor communications, correspondence, reports, presentations, and board materials.
- Support fundraising initiatives, special events, and the Annual Campaign.
- Coordinate communications and logistics with board members, donors, committee volunteers, vendors, and other community partners.
- Maintain confidential records, organized digital files, project timelines, and departmental deadlines.
- Collaborate across departments, anticipate needs, and identify opportunities to improve administrative processes and systems.
Benefits
- Subsidized medical, dental, and vision insurance.
- Life and long-term disability insurance.
- Paid vacation and holidays.
- Free YMCA family membership.
- Discounts on YMCA programs and services, including childcare and camp.
- Ongoing professional development and training opportunities.
- A 12% employer contribution to the YMCA retirement plan upon eligibility.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
