Admin III

YMCA of Greater Seattle; Seattle (WA); On-site; USD 33,062 - 41,328; Full time

Benefits offered by this job

YMCA membership for you and household

Health insurance (Medical, Dental, Vis

Retirement with employer contributions

Mental health resources

Paid time off (PTO)

Childcare/day camp discounts

Job summary

The YMCA of Greater Seattle is seeking an organized and proactive Administrative Assistant to support the CFO and COO, ensuring efficient operations and discreet handling of confidential information in a fast-paced executive office.

You will manage calendars, coordinate meetings and travel, prepare reports, and serve as a communications link across departments, contributing to a well-run organization that serves the Seattle community.

Qualifications

• Bachelor's degree in Business Administration, Finance, or a related field.
• Minimum of 2–5 years of administrative experience, preferably in a financial or executive support role.
• Exceptional organizational and time-management skills.
• Strong verbal and written communication abilities.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Attention to detail and accuracy in managing tasks and data.
• Ability to handle sensitive and confidential information professionally.
• Financial acumen and problem-solving skills.
• High level of professionalism and interpersonal skills.
• Proactive and resourceful, with the ability to manage competing demands effectively.
• Flexibility and adaptability in a fast-paced environment.

Responsibilities

• Calendar management for CFO/COO and logistics coordination for meetings.
• Coordinate meetings for the CDO with attendees and logistics.
• Prepare agendas, take minutes, and follow up on action items.
• Assist in preparing financial reports and presentations.
• Handle confidential information with discretion.
• Conduct research and data compilation for various projects.
• Arrange travel itineraries and accommodations.
• Support cross-department communication and information flow.
• Manage correspondence and flag urgent emails.
• Reconcile credit card statements and analyze expenses.
• Provide project support for daily tasks and longer initiatives.

Skills

Organizational skills

Communication

MS Office

Attention to detail

Problem-solving

Professionalism

Interpersonal skills

Adaptability

Education

Bachelor's degree in Business Administration, Finance, or related field

Tools

Microsoft Office Suite

Job description

Our Commitment to Equity

The Y actively promotes a culture free from bias and injustice. We are dedicated to removing institutional and systemic barriers that result in oppression and racism. We will be accountable to marginalized communities for creating equitable and sustainable environments where social justice is woven into every facet of our programs, and caring for our communities in a culturally versatile and respectful manner.

Job Summary

Provide high-level administrative support to the Chief Financial Officer (CFO) and Chief Operating Officer (COO), ensuring efficient operations and effective communication within the executive office. This role requires a high level of confidentiality, initiative, and judgment.

What You’ll Get From Working at the Y

• Membership to the YMCA of Greater Seattle for you and your household
• Medical, Dental, Vision, and Life insurance
• Retirement with generous employer contributions
• Free access to mental health resources
• Rapidly-accruing paid time off (PTO) available immediately upon hire
• Discounts on qualifying YMCA of Greater Seattle childcare and day camp programs

Hiring Range

$24.00-$30.00/hr

Responsibilities

• Calendar Management: Manage and maintain the CFO/COO's calendar, scheduling meetings and appointments to optimize their time.
• CDO Scheduling Support: Schedule and coordinate meetings for the CDO, ensuring availability, meeting logistics, and effective communication with attendees.
• Meeting Coordination: Coordinate meetings, including preparing agendas, taking minutes, and ensuring follow‑up on action items.
• Document Preparation: Assist in the preparation of financial reports, presentations, and other documents.
• Confidentiality: Handle sensitive information with discretion, ensuring data protection.
• Research and Data Compilation: Conduct research and compile data for various projects and presentations.
• Travel Coordination: Arrange travel itineraries, including booking flights, accommodations, and ground transportation.
• Communication: Facilitate communication between the CFO/COO and other departments, ensuring smooth information flow.
• Correspondence Management: Manage incoming communications, flag urgent emails, and maintain organized email systems.
• Expense Management: Reconcile credit card statements, analyze expenses, and flag any discrepancies.
• Project Support: Provide support for daily tasks and long‑term projects to ensure smooth operations.

Code of Conduct for Applicants

All employees and volunteers are responsible for adhering to abuse prevention policies, maintaining appropriate boundaries, completing required training, reporting suspicious or inappropriate behavior, and complying with mandated reporting requirements.

Responsible for ensuring staff are properly screened, trained, supervised and held accountable to the organization’s abuse risk management standards.

Qualifications

• Bachelor's degree in Business Administration, Finance, or a related field.
• Minimum of 2-5 years of administrative experience, preferably in a financial or executive support role.
• Exceptional organizational and time-management skills.
• Strong verbal and written communication abilities.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Attention to detail and accuracy in managing tasks and data.
• Ability to handle sensitive and confidential information professionally.
• Financial acumen and problem‑solving skills.
• High level of professionalism and interpersonal skills.
• Proactive and resourceful, with the ability to manage competing demands effectively.
• Flexibility and adaptability in a fast‑paced environment.

Preferred Qualifications

• Knowledge of and previous experience with diverse populations (language, culture, race, physical ability, sexual orientation, etc.).
• Ability to speak any language in addition to English may be helpful.

Other combinations of applicable education, training, and experience which provide the knowledge, abilities, and skills necessary to perform effectively in the position may be considered.

Expected Hours of Work

Full‑time position, Monday through Friday, 8:30 a.m. to 5:00 p.m., with occasional evening and weekend work as needed.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment.

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.

• Role may require standing, walking, squatting, sitting, typing, bending, reaching, twisting, repetitive hand movements, and driving.
• Hearing must be adequate to perform job duties in person, over the telephone, and in virtual meetings.
• Must be able to speak, read, write, and understand English fluently in person, over the telephone, and in virtual meetings.
• Visual acuity must be adequate to perform job duties, including visual examination of information from printed sources and computer screens.
• Must be able to remain stationary in a sitting or standing position up to of the time.
• Must be able to lift, carry, push, pull, or otherwise move anywhere from lbs. – lbs.
• Requires lifting above the shoulders.
• Requires lifting up to 20 pounds.

Travel

Travel is primarily local, although some out‑of‑the‑area and overnight travel may be expected.

You’ll be a great fit for the Seattle Y if you

• Thrive on working in a collaborative environment.
• Are very adaptable.
• Have high ownership and strong work ethic.
• Are a great problem solver who can think on your feet.
• Truly enjoy being of service to people.
• Like being part of a team that cares about one another as people and enjoy working together.
• Want to know that the work you do contributes to building a better, stronger community for all.

Our Mission

Building a community where all people, especially the young, are encouraged to develop their fullest potential in spirit, mind, and body.

YMCA of Greater Seattle's Core Values

• Respect
• Responsibility
• Honesty
• Caring
• Passion for Excellence

Equal Opportunity Employer

YGS is an equal opportunity employer and is committed to creating a diverse and equitable work environment. Qualified applicants will receive consideration without regard to their race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other status protected by local, state, or federal law.

All job offers are contingent on the results of a background check. We participate in the Federal E‑Verify system.