Administrative Assistant at YMCA of Greater Whittier

Whittier, California, United States -

Full Time

Start Date

Immediate

Expiry Date

15 May, 26

Salary

0.0

Posted On

14 Feb, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Sound Judgment, Discretion, Clear Communication, Call Management, Meeting Coordination, Writing, File Maintenance, Database Management, Data Collection, Report Preparation, Donor Stewardship, Marketing Material Design, Emotional Maturity, Business Software Proficiency

Industry

Non-profit Organizations

Description

Description FLSA Status: Part-time Reports to: Executive Director, Financial Development Leadership Level: Team Leader Revision Date: 2/12/26 Primary Function/Department: Administration POSITION SUMMARY: This position supports the work of the Y, a leading nonprofit organization committed to strengthening community through youth development, healthy living, and social responsibility. The Administrative Assistant at the YMCA of Greater Whittier intentionally fosters a cause centered culture that is welcoming, genuine, hopeful, nurturing, and determined. This role provides comprehensive secretarial and high level administrative support to the CEO, VP of Operations, Executive Director of Financial Development, and Executive Director of Facilities. OUR CULTURE: Our mission and core values come to life through our culture. At the Y, we live our cause—strengthening communities—with purpose and intentionality every day. · We are welcoming: open to all, and a place where you can truly belong and grow. · We are genuine: we value who you are and honor your individuality. · We are hopeful: we believe in you and in your potential to make a meaningful impact in the world. · We are nurturing: we support you on your journey to realizing your full potential. · We are determined: we are relentless in our commitment to building a stronger community, starting with you. ESSENTIAL FUNCTIONS: 1. Exercises sound judgment by assessing situations, personal feelings, strengths, and limitations; uses discretion and independent judgment when handling confidential and sensitive information related to the CEO’s responsibilities. 2. Communicates clearly and articulately in all interactions. 3. Manage all incoming calls to the executive office. 4. Coordinates on and off-sites meetings and tours for Executive Team. 5. Writes clearly and concisely, using proper grammar, vocabulary, and tone appropriate for the audience. 6. Maintains highly confidential executive and board files, records, and correspondence. 7. Organizes and maintains all corporate office files. 8. Updates and manages computer databases for reports, committees, and mailings. 9. Maintains current and accurate organizational charts. 10. Coordinates staff business cards, stationery, and office supply orders for the Association. 11. Collects data and assists in compiling and preparing national statistical reports and other assigned documentation. 12. Provides administrative support to the CEO and Executive Team. 13. Represents the YMCA at community events in a professional and positive manner. 14. Attends outreach events, including occasional evening or weekend commitments. 15. Works collaboratively with YMCA donors and supports donor stewardship activities. 16. Assists with meeting reporting requirements set by donors and funding partners. 17. Sends acknowledgement letters to donors in a timely and accurate manner. 18. Writes and designs marketing materials, funding materials, and other communications supporting development and outreach efforts. 19. Performs other duties as assigned. LEADERSHIP COMPETENCIES: • Communication & Influence • Emotional Maturity Requirements QUALIFICATIONS: • Bachelor's degree in social services, business or equivalent preferred. • YMCA Team Leader certification preferred. • Three or more years of related experience working as an assistant to high level executives or administrators, preferably in a nonprofit setting. • Proficient in all standard business software. • Knowledgeable about office processes and procedures. • Ability to work with integrity, discretion and a professional approach. • Prefer knowledge of, and previous experience with, diverse populations {language, culture, race, physical ability, sexual orientation, etc.). • Strong written and verbal communication skills. • Ability to speak any language in addition to English may be helpful. WORK ENVIRONMENT & PHYSICAL DEMANDS: • 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 the essential functions. • While performing the duties of this job, the employee is regularly required to use a computer for extended periods of time 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. • The employee must occasionally lift and/or move up to 10 pounds. • Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust. • The noise level in the work environment is usually moderate.

Responsibilities

This role provides comprehensive secretarial and high-level administrative support to the CEO, VP of Operations, Executive Director of Financial Development, and Executive Director of Facilities, while fostering a cause-centered culture. Key duties include managing executive communications, coordinating meetings, maintaining confidential files, supporting donor stewardship activities, and assisting with report compilation.