What are the responsibilities and job description for the Administrative Assistant Iii (chinatown Ymca) position at YMCA?

The Administrative Assistant will provide direct administrative support to the Executive Office.

Job Description

The YMCA of Greater New York is here for all New Yorkers - to empower youth, improve health, and strengthen community. Founded in 1852, today the Y serves a diverse population of more than half a million New Yorkers who learn, grow, and thrive through programs and services at our 24 branches. Community is the cornerstone of the Y. Together, we connect active, engaged New Yorkers to build stronger communities.

To help fulfill our mission, we cultivate a culture of learning, leading, and collaboration to enhance community impact. Through our talented staff and "LEAP" career framework (Leadership, Empowerment, Accountability, Personal Growth), we are committed to a people-first approach that fosters trust, inclusion, growth, and development for all.

The Chinatown YMCA is seeking an articulate, self-proficient Assistant who will provide direct administrative support to the Executive Office. Specific support duties include, but are not limited to, carrying out daily administrative and operational responsibilities and maintaining excellent communications with the Branch Board, Senior Management Staff, and Chinatown constituents. The Assistant will assist in managing the administrative aspects of the Annual Campaign, Marketing and Communications, support with the coordinating of events, managing meeting schedules and room rentals, and assisting with tracking and input of donors.

Qualifications

Bachelor's degree or equivalent work experience required.
Proficient in Microsoft Office Suite.
Knowledge of InDesign and Quark design programs is desired but not essential.
Multilingual is preferred.
Two (2) - three (3) years of administrative experience.
One (1) - three (3) years of community relations experience.
One (1) - three (3) years of experience working with staff and volunteers.
Knowledge of donor development and highly organized.
Excellent interpersonal, written, and verbal communication skills, including the ability to interact with a variety of stakeholders.
Good judgment, attention to detail, and organizational skills.
Knowledge of fund development, board development, AS400 database, and web management preferred.

Essential Functions

Prepare memos, correspondence, minutes, reports, charts, and other materials related to special projects, as well as the regular operation of the office.

Support and coordinate requests for AS400 and other online searches.

Track projects across departments and support interdepartmental work groups.

Meeting planning, including logistical support such as venue, catering, speaker invitations, and promotional materials.

Maintain calendar, set schedules and appointments, prepare and distribute minutes, and arrange meetings, including Board, Committee, and staff meetings. Ensure all meeting materials are prepared in a timely fashion.

Enter gifts into AS400 on an as-they-come-in basis, produce weekly reports, prepare acknowledgment letters for donors, and ensure they are sent out in a timely manner. Also, maintain a tracking / filing system for all gifts that meet the audit requirements.

Carry out as-needed mailings produced in-house, including merges.

Serve as a member of the Annual Campaign Committee, working in cooperation with volunteers and staff.

Help plan and execute events related to the annual fundraising initiative, the Annual Campaign, and branch events.

Handle mail and office supplies, manage room rental booking, and member's community board.

Model the Y's four core values and provide leadership to branch operations when needed.

Manage and work with the Business Manager on all pcard expenses and allocations.

Manage all room rentals, internally and externally.

Assist other departments with administrative tasks when needed.

Other duties as assigned.

Ymca Careers

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