Administrative Assistant

As a thought-leader and best-in-class provider in education, wellness, youth development, and community-building, The YMCA of Metro Atlanta is one of the oldest and most essential non-profits serving in Atlanta. Today, we’re looking for you to join us as we carry out our mission to positively impact lives and communities across the state. 

 

At the Y, we’re an association of like-minded people (staff, volunteers, and members), on the forefront of a movement to ensure that everyone -- especially children -- experience an equal opportunity to reach their full potential. In the course of a year, we provide more than 3,000 children, ages 6 weeks through Pre-K with high-quality literacy and STEAM-infused learning; give 58,000 youth and teens access to sports, aquatics, day and resident camps, teen leadership development programs, and employment opportunities; provide over 200,000 members with programs, services, and facilities to enjoy connection and maintain wellness regardless of age; and engage over 25,000 volunteers and donors from across Atlanta to share in the gift of supporting their communities.

 

NATURE AND SCOPE:

Under the direction of the Executive Assistant (EA), the Administrative Assistant plays a vital role in providing administrative support and ensuring the smooth functioning of the office.  This position acts as a key point of contact for internal and external stakeholders and contributes to the overall efficiency and productivity of the team.

RESPONIBILITIES (including, but not limited to):

• Coordinate internal meetings: work with EA for room set-ups, catering, AV needs, attendees, overall logistics.
• Coordinate external meetings hosted at the Leadership & Learning Center (LLC): work with EA for logistics, security, custodial and building needs, vendor deliveries, attendee lists, room set-ups, AV needs, required elements/documents.
• Collaborate with colleagues on project-based work, providing support as needed and ensuring efficient workflow.
• Maintain and anticipate needs for office supplies and soda inventory. Order copier supplies and repairs as needed, name badges; nameplates; and lanyards.
• Manage a timely response to emails and phone calls (internal and external) with accuracy, professionalism and understanding.
• Process incoming and outgoing US mail with efficiency. Assist with special projects.
• Prepare weekly branch courier packs and return distributions.
• Maintain an LLC Staff list with phone numbers (until available on-line) with timely requests for updates.
• Interface with IT staff related to LLC email group for updates.
• Work with Front Desk security staff regarding first floor large box deliveries, distribution and special projects.
• Create, update, and maintain physical and electronic filing systems, ensuring accurate and organized storage of documents.
• Prepare and format various documents, reports, presentations, and spreadsheets using appropriate software tools.
• Assist in the preparation of invoices and purchase orders for Accounts Payable.
• Retrieve and provide requested information, records, or reports to internal staff or external parties as needed.
• Respond to routine inquiries and provide information to internal staff, clients, and other stakeholders.
• Assist team members with administrative tasks, including printing, copying, and scanning documents.
• Work with EA and Event staff on staff meetings; leadership meetings; special events; and staff retreat.

REQUIREMENTS:

• High school diploma or equivalent and 2+ years of experience as an administrative assistant or similar role
• Proficiency in using office productivity software such as Microsoft Office Suite
• Excellent organizational and time management skills – able to multitask and prioritize effectively
• Strong attention to detail and accuracy in handling documents and data
• Excellent written and verbal communication skills
• Strong interpersonal skills; interact professionally with internal and external stakeholders
• Discretion and integrity in handling confidential information
• Ability to work independently with minimal supervision and as a team member
• Flexibility to adapt to changing priorities and work in a fast-paced environment

PREFERRED REQUIREMENTS:

• Certification in office administration

Ergonomics:  Must be able to sit for long periods of time in front of a computer and be able to type for extended periods of time.  The ability to lift to 25 pounds.

Employment and Benefits package for this job posting is offered through the YMCA of Metropolitan Atlanta, Inc.

Employment Requirement: 

• Ability to pass a pre-employment background check including Criminal Record check, Drug Screening, motor vehicle record (MVR) and reference check according to company policy.

• Must be legally eligible to work in the US without current or future sponsorship.

This job posting is subject to change at any time.

The YMCA of Metropolitan Atlanta offers excellent benefits and career opportunities as part of our culture of excellence. The opportunities to serve are vast, and we’re looking for like minded people, who share our values of CARING, HONESTY, RESPECT, and RESPONSIBILITY to join us and do their best work.

The YMCA of Metropolitan Atlanta does not discriminate in employment opportunities or practices based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other characteristics protected by law.

 

Location:

YMCA Leadership and Learning Center