Administrative Assistant - YMCA : Job Details

DescriptionAdministrative AssistantFull-Time, Non-Exempt Position; YMCA of Greater NashuaLEARN, GROW AND THRIVE WITH A CAREEAR AT THE Y:Imagine going to work knowing that what you do each day positively affects the lives of the people in your community. Working at the Y, you'll discover more than a job-you'll enjoy a career with a future and the opportunity to make a lasting difference in the lives of those around you.Position Summary:The successful Administrative Assistant will have excellent skills in MS Word, Excel, PowerPoint, Outlook and Access, serving as a critical gatekeeper who screens and prioritizes communications while representing the YMCA professionally to both internal and external stakeholders. This highly organized individual will be responsible for meeting and office coordination as well as scheduling appointments both in-house and external. They will demonstrate proven skills in telephone etiquette, document creating/editing and organization, and maintaining accuracy with numbers and information. With the ability to work independently and handle a multitude of tasks, the ideal candidate must pay meticulous attention to detailed work and be willing to take responsibility for close follow-up. Handling confidential information with the utmost discretion, this role contributes to special projects and initiatives that drive the organization's strategic objectives forward. The position demands impeccable discretion and the ability to thrive in a fast-paced, dynamic environment, with an Associates Degree in a business-related field or three years of related work experience recommended.Our Y and Our RegionThe YMCA of Greater Nashua is a well-respected association and a leader in the region. The city of Nashua, New Hampshire is situated 45 minutes from Boston and everything a major US city has to offer, less than an hour to the beautiful public beaches dotting the New Hampshire coastline and an hour to the White Mountains which offer many options for the outdoor enthusiast. Compensation and Benefits:We provide our full-time staff with a comprehensive medical and dental plan, paid time off(sick, holidays, vacation), a Family YMCA Membership, a discount on classes and team sports and Y-funded retirement contributions after two years of qualified service. Physical Requirements:

• Be able to lift at least forty pounds.
• Be able to walk ½ mile
• Be able to sit at a computer terminal for up to two hours at a time for word processing.
• Must have a valid driver license and be able to drive their own personal car between the Nashua and Merrimack YMCA.

Additional Work Requirements:

• Commitment to excellence, high standards and confidentiality.
• Strong organizational, problem-solving, and analytical skills; able to mange priorities and workflow.
• Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm.
• Ability to work on complex projects with general direction and minimal guidance.
• Excellent verbal and written communication skills.

Essential Functions:

• Demonstrates exceptional interpersonal skills with a commitment to collaborative excellence.
• Foster a supportive team environment through mature, kind and constructive interactions while solving challenging situations.
• Maintaining the highest standards of professional discretion and confidentiality
• Advanced proficiency in use of Microsoft software (Word, Excel) database programs, and electronic communication technology is needed;
• Performing administrative duties to support the Senior Leadership Team, such as maintaining calendar and correspondence. Preparing documents, reports and presentations. This will include support for other related professional affiliations including service clubs, NNE alliance, YUSA, Chamber and other national / local organizations.
• Providing support to the other members of the organization including the Leadership, Development, Marketing, Finance and HR Teams as needed.
• Coordinates Board and Committee meetings; including Executive, Finance, Governance and Philanthropy, Impact Committees as needed. Responsibilities include generation of meeting notices, meeting materials, tracking of responses, minutes of the meeting, food/beverage provision and any audio/video needs, maintenance of rosters, and resolutions for board and directors' meetings; and acts as custodian of corporate documents and records.
• Maintains individual records for Policy and Past Policy Volunteers. Maintains open line of communication with Board Chair, Officers and members of the Board and related committees.
• Researching assigned topics and other special assignments that require independent judgment.
• Serve as a communication link to the Board of Directors & Board of Trustees for issues related to the Association.
• Process facility reports (staff accountability, term stats, volunteer hours, program evaluations, etc).
• Maintains the inventory and coordinates the ordering of office and other supplies while organizing and operating designated office spaces in a neat and efficient manner.
• Maintain vendor relationships and coordinate service calls as necessary for office equipment and other office & association needs.
• Serve as the phone administrator for the association, providing support on use of the system and basic functionality.
• Update and maintain the association dashboard of metrics and other related reports.
• Assist with and in some cases provide leadership with YMCA special events and fund-raisers (correspondence, promotion, attendance and other related support)
• Be actively involved in the YMCA of Greater Nashua Annual Campaign and other special event fund-raisers.
• Flexibility - ability to work various hours / shifts as needed to provide exceptional YMCA service.
• Other duties as assigned and agreed upon.

YMCA Competencies:

• Relationships: Builds rapport and relates well to others
• Inclusion: Works effectively with people of different backgrounds, abilities, opinions and perceptions.
• Innovation: Embraces new approaches and discovers ideas to create a better member experience.
• Quality Results: Strives to meet or exceed goals and deliver a high-value experience for members.
• Self-Development: Pursues self-development that enhances job performance.

OUR CULTURE: Our mission and core values are brought to life by our culture. We are welcoming: we are open to all. We are a place where you can belong and become. We are genuine: we value you and embrace your individuality. We are hopeful: we believe in you and your potential to become a catalyst in the world. We are nurturing: we support you in your journey to develop your full potential. We are determined: above all else, we are on a relentless quest to make our community stronger beginning with you. We will Make it Happen .