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Senior Administrative Assistant

5 months ago

Chicago, United States YMCA OF THE USA Full time
Job DescriptionJob Description

GENERAL FUNCTIONS

This individual will provide administrative support to the department including telephone communications, written correspondence, database management, project planning, and customer service. This position will also provide general support to others in the department as needed.

KNOWLEDGE, SKILLS AND ABILITIES

• Associate or bachelor’s degree is preferred

• Ability to travel approximately 10% of the time is required

• Ability to work with off-site staff in a remote environment is required

• Minimum 3-5 years of administrative support experience is required

• Must be proficient in Microsoft Outlook, Excel, Word and PowerPoint

• Must be highly organized with strong attention to detail and be able to work in a fast paced environment

• Must possess excellent verbal and written communication skills

• Experience working for multiple leaders on multiple projects simultaneously is preferred

• Must possess initiative and ability to work independently with minimal supervision

• Must possess effective problem solving and analytical skills

• Ability to build relationships with internal and external stakeholders is required

• Requires a commitment to the YMCA character development values of caring, honesty, respect and responsibility

CORE COMPETENCIES

• Values. Demonstrates in word and action the Y’s core values of caring, honesty, respect, and responsibility and a commitment to the Y’s mission, in all matters at all times.

• Inclusion. Values all people for their unique talents, and takes an active role in promoting practices that support diversity, inclusion, and cultural competence.

• Relationships. Builds authentic relationships in the service of enhancing individual and team performance to support the Y's work.

• Communication. Listens and expresses self effectively and in a manner that reflects a true understanding of the needs of the audience.

• Quality Results. Demonstrates and fosters a strong commitment to achieving goals in a manner that provides quality experiences.

• Change Capacity. Leads self and others through change by navigating ambiguity appropriately and adapting well to new situations, obstacles, and opportunities.

• Emotional Maturity. Demonstrates effective interpersonal skills.

• Self-Development. Is dedicated to the improvement of own capabilities and demonstrates this through the continual expansion of knowledge and skills.


ESSENTIAL FUNCTIONS

• Provide administrative support including, but not limited to: calendar management, filing, scanning, copying, answering phone calls, handling mail and making extensive travel arrangements and processing expenses

• Create documents, spreadsheets, presentations including charts and graphics, and various reports

• Prepare and assemble materials and minutes for meetings; coordination of meeting agendas with various committees and participants; coordination of schedules; meeting, menu and hotel arrangements; and reservations for team members

• Supports the planning for projects which includes but is not limited to: creates and updates timeframes on major projects, research, processes contracts, assists with registration, completes payments and event follow-up

• Works with software which may include but is not limited to: routinely inputting data, retrieving data, preparing, reviewing, updating and maintaining: spreadsheets, documents, presentations, databases and reports

• Serve as primary point of contact for data integrity, research, resilience, administration and reconciliation with Finance and other Y-USA departments

• Coordinate and create monthly reports, monitoring departmental goals , assist with departmental contracts

• Responsible for monthly budget account monitoring and adjustments

• Perform other duties as assigned

EFFECT ON END RESULTS/STRATEGIC IMPACT

This individual will help achieve the goals and objectives of the YMCA of the USA by providing administrative support and critical thinking applied to the needs of the People and Organizational Excellence department.


This position offers a base salary of $50,500.00 up to $67,300.00. Final salary is determined by required qualifications, experience, and education for this role.

We offer a full benefits package including medical, dental, vision, defined benefit plan (retirement savings), defined contribution plan (403(b) plan, life and disability insurances, technology stipend, and generous paid time off, all in a work from anywhere in the U.S. workplace (if role is eligible).