The Administrative Assistant, Intermediate is responsible for providing administrative and project support for the Talent Management department, specifically supporting the YMCA Professional Network, Bridge Program, virtual training events, and Leadership and Global Certification. This work consists of coordinating and assisting with the logistics and operations of the talent management department and assigned areas.
Areas of Responsibility:
- Coordinates logistics and details for Bridge P&P, YPN Events and additional training events including, but not limited to: Banquet Event Order (BEO,) rooming lists, vouchers, registration process, communications, printing, packing, ordering and shipping of supplies
- Responds to phone, e-mail and online inquires, including but not limited to: Bridge Program, Virtual Instructor Led Training events, YMCA Professional Network, Leadership Certification, and Global Certification
- Support the Bridge Program through the creation, maintaining and updating of material and events for the Organizational Leader Capstone
- Supports Virtual Instructor Led Training as a back up producer and assisting staff with event attendance
- Maintains a positive, responsive and problem-solving mode in all interaction, continual builds and maintains relationships
- Performs business administration duties such as: processing contracts, managing payment requests and invoicing journal transfers, budget and forecast reports, training reports, distribution of event vouchers, and general event follow-up for YPN and other areas as assigned
- Manage team metrics through data retrieval and input, and preparing, reviewing, updating, and maintaining spreadsheets, documents, presentations, databases and reports
- Performs administrative procedures and duties including, but not limited to: assisting with meetings, mail, conference calls, correspondence, and arranging travel
- Responds to local Y staff and training participants inquiries via phone calls, e-mails, and Link
- Serves as the brand advocate for team ensuring all tools, resources and presentations meet brand standards
- Coordinates survey development including survey launch and administration
- Monitors certification testing and leadership competency assessments
- Supports YMCA Professional Network Chapter Leaders with event creating, management and close out as needed
- Implements engagement plans for assigned areas including social media, posting and monitoring LINK communities
- Takes notes and prepares minutes for meetings and conference calls
Educational Background:
Associate degree is required. Bachelor’s degree is preferred
Skills/Experience:
- Minimum 2-3 years of experience administrative support experience is required
- Ability to travel approximately 10% of the time is required
- Excellent verbal, written and interpersonal communication skills are required
- Intermediate skills in Microsoft Office (Word, Excel, PowerPoint, Office 365, Sharepoint, Teams and Outlook) are required
- Comfortable learning and navigating multiple technology systems (e.g., Cvent, Qualtrics, WebEx, Skype, Exact Target, LCDC)
- Demonstrated superior interpersonal skill including written and verbal communication
- Demonstrated commitment to accuracy in details, including strong proofreading skills
- Demonstrated competency in listening and communication skills
- Proven record of maintaining confidentiality
- Demonstrated ability to multi-task, manage multiple priorities for multiple leaders/events simultaneously, prioritize, meet deadlines, and escalate issues to the proper authority when necessary
- Demonstrated ability in critical thinking, problem solving, and analytical skills are required
- Demonstrated ability to convey a positive and professional image is required
- Demonstrated excellent customer service skills are required
- Demonstrated knowledge of budgeting, general accounting principles and working with accounts receivables/payable and financial statements is preferred
- Demonstrated ability to work independently with minimal supervision
- Commitment to the YMCA character development values of caring, honesty, respect and responsibility is required
Compensation/Benefits:
Salary: $40,000.00 - $45,000.00
Job Function:
Organization Info
Listing Stats
Post Date:
Mar 18 2019
Active Until:
Apr 18 2019
Hiring Organization:
YMCA of the USA
industry:
Nonprofit