Administrative Assistant, EXL Program

POSITION SUMMARY:

The Administrative Assistant will play a crucial role in supporting the effective and efficient operations of the organization's EXL program. This position requires exceptional organizational skills, attention to detail, and the ability to handle multiple tasks simultaneously. The ideal candidate will be proactive, resourceful, and capable of working in a fast-paced environment.

ESSENTIAL FUNCTIONS:

• Assist the Executive Director with administrative duties.
• Perform various administrative and clerical tasks to support the EXL department's operations.
• Manage the executive's calendar, schedule appointments, and coordinate meetings.
• Prepare and distribute correspondence, memos, and reports as needed.
• Respond to emails and phone calls in a timely and professional manner.
• Assist in organizing and maintaining files and records.
• Assist in preparing presentations and other documentation.
• Maintain office supplies inventory and place orders when necessary.
• Assist in planning and coordinating departmental events or meetings.
• Provide administrative support to other team members as needed.
• Plan, develop, manage, and schedule meetings and training.
• Record, transcribe, and distribute minutes of meetings.
• Answer and direct phone calls to the appropriate department or personnel.
• Help onboard the candidate with appropriate training.
• Ensure the safety and quality of programs.
• Other duties as assigned.

YMCA Competencies:

Mission Advancement: Reinforces the Ys values within the organization and the community. Effectively communicates the benefits and impact of the YMCA's efforts for all stakeholders. Implements effective systems to develop volunteers at program, fundraising, and policy leadership levels. Secures resources and support for all philanthropic endeavors.

Collaboration: Develop strategies to ensure staff and volunteers reflect the community. Builds
and nurtures strategic relationships to enhance support for the YMCA. Serves as a community leader
building collaborations based on trust and credibility to advance YMCA's mission and goals. Communicates for influence to attain buy-in and support of goals. Provides tools and resources for the development
of others.

Operational Effectiveness: Integrates multiple thinking processes to make decisions. Involves members and community in the development of programs and activities. Ensures execution of plans. Institutes sound accounting procedures, investment policies, and financial controls. Assigns clear accountability
and ensures continuous improvement.

Personal Growth: Fosters a learning environment embracing diverse abilities and approaches. Creates a sense of urgency and positive tension to support change. Anticipates challenges that can sidetrack or derail growth and personal learning. Has the functional and technical knowledge and skills required to perform well; uses best practices and demonstrates up-to-date knowledge and skills in technology.

QUALIFICATIONS:

• High school diploma or equivalent; additional qualifications as an Administrative Assistant or Secretary are a plus.
• Proven experience in an administrative role or similar position.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Strong communication and interpersonal skills.
• Exceptional organizational and time management abilities.
• Ability to prioritize tasks and work under pressure.
• Attention to detail and accuracy.
• Discretion and confidentiality in handling sensitive information.
• Ability to work independently with minimal supervision.
• Flexibility to adapt to changing priorities and deadlines.

WORK ENVIRONMENT & PHYSICAL DEMANDS:

1. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

1. While performing the duties of this job, the employee is regularly required to use a computer for extended periods and be able to communicate using a computer and phone/smart device. The employee frequently is required to sit and reach and must be able to move around the work environment.
2. The employee must occasionally lift and/or move up to 10 pounds.
3. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust.
4. The noise level in the work environment is usually moderate.

Background Check:

All offers of employment are contingent upon meeting the minimum Association-requirement(s) established for employment references, personal references, Fingerprinting (a search of the candidate's criminal background history), and physical examinations where required.