This position is responsible to provide essential administrative support to the Chief Executive Officer (CEO). The incumbent must be capable to assist with preparation and administration of the Annual Campaign, prepare and distribute correspondence, take meeting minutes, adept at spreadsheets and reports; timely response to information requests and multi-tasking; meeting coordination including food preparation; create and maintain organized files for Association records. Willing to assume additional work and/or duties as assigned by the Chief Executive Officer including drafting correspondence, records and file keeping, respond to telephone calls, special projects, etc. Ability to maintain confidentiality, follow oral and written instructions, and respond to inquiries (members, staff, and volunteers) in a tactful manner. Must be patient, professional and personable.
This is a part-time position but may turn into a full time position.
Schedule: 20 to 25 Hours per week; Monday through Friday
This position is responsible to provide essential administrative support to the Chief Executive Officer (CEO). Prepare and distribute correspondence, minutes, spreadsheets and reports; respond to information requests; meeting coordination including food preparation; create and maintain organized files for Association records. Willing to assume additional work and/or duties as assigned by the Chief Executive Officer including drafting correspondence, records and file keeping, respond to telephone calls, special projects, etc. Ability to maintain confidentiality, follow oral and written instructions, and respond to inquiries (members, staff, volunteers) in a tactful manner.
ADMINISTRATION
- Annual Support Campaign: Key support person to the campaign chair and designated staff.
- Board of Directors & Committee Meetings Coordination: Responsible for meeting preparation to include assembly of monthly Board meeting packet materials, meals or refreshments, meeting location, etc. Will transcribe and distribute meeting minutes and notices.
- Special Events: Will attend all YMCA special events as assigned and / or provide assistance under the direction of the CEO as requested. This includes, but is not limited to, coordinating the Annual Support Campaign and related events, New Board Members’ Orientation, and the Kiewit Society event.
GENERAL OFFICE
- Accepts calls for CEO as needed and serves as reception for the CEO’s office.
- Establishes and maintains good relationships with volunteers, staff, members and program participants.
- Takes initiative to handle calls when applicable, delivering professional, prompt and accurate information.
- Organizes certain meetings as requested and makes necessary arrangements.
- Prepares and composes a variety of written materials, including letters, notices, memorandums, forms, reports, flyers, handouts, agendas and minutes. Proofreads and edits written materials for accuracy, clarity, spelling, punctuation and grammar. Prepares written materials for publishing and storage in a variety of electronic formats.
- Performs data entry. Accesses data to make edits and to perform queries and mathematical calculations. Prepares and formats forms and reports.
- Will gather information and compile from Department Directors for CEO as needed.
- Maintains an organized, updated filing system.
- Maintains/organizes/stocks Executive office as needed.
OFFICE SKILLS & OTHER RESPONSIBILITIES
- Capable to use Microsoft Word, Excel, Calendar, PowerPoint and InDesign with accuracy and efficiency.
- Maintain and operate copier equipment and other office equipment as requested.
- Organize and maintain a clean and tidy office.
- Be responsible and punctual to work schedule
- Exemplify professional attire, attitude and conduct with staff, members, policy & program volunteers and the public
- Be familiar with YMCA emergency procedures and implement procedures in case of an emergency
- A minimum of two years of progressively more responsible administrative related work experience. Must be able to follow instructions, multi-task and meet deadlines.
- Skills Required: Excellent skills in communication, especially in writing. Command of the English language and use of the computer. Able to formulate written correspondence with little supervision. Experience with Excel databases is a must Customer-Service, Organizational, and Interpersonal Skills.
- Computer skills needed: Intermediate to advanced knowledge of PC computers, and Acrobat Adobe, Photo Shop, Calendar, Microsoft Word, Microsoft Excel, PowerPoint, and InDesign. Knowledge or ability to rapidly learn new software data management systems such as DAXKO.
- Candidate must have a genuine interest in people and have ability to establish and maintain harmonious relationships with staff, members, board of directors, and the community.
Hourly: $15.00 - $19.00