Administrative Assistant

YMCA of Metro Atlanta; United States; On-site; USD 38,000 - 52,000; Full time

Job summary

The YMCA of Metropolitan Atlanta is seeking an Administrative Assistant to provide essential support to the Executive Assistant and the Leadership & Learning Center team. This role is a proactive point of contact for internal and external stakeholders, contributing to efficient office operations.

You will coordinate meetings, manage mail and supplies, assist with invoices and petty purchases, and help prepare reports and documents using standard software tools.

Qualifications

• High school diploma or equivalent and 2+ years of administrative experience.
• Proficiency in Microsoft Office Suite and office productivity software.
• 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.

Responsibilities

• Coordinate internal meetings: work with EA for room set-ups, catering, AV needs, attendees, overall logistics.
• Coordinate external meetings at the Leadership & Learning Center: logistics, security, custodial and building needs, vendor deliveries, attendee lists, room setups, AV needs.
• Collaborate on project-based work and provide support to ensure efficient workflow.
• Maintain and anticipate office supplies and soda inventory.
• Order copier supplies, name badges, nameplates, and lanyards.
• Respond to emails and phone calls with accuracy and professionalism.
• Process incoming and outgoing US mail.
• Assist with special projects and prepare weekly branch courier packs.
• Maintain LLC staff list with up-to-date contact information.
• Interface with IT staff about LLC email group updates.
• Work with Front Desk security for large deliveries and special projects.
• Create, update, and organize physical and electronic filing systems.

Skills

Microsoft Office Suite

Written and verbal communication

Organizational skills

Time management

Interpersonal skills

Attention to detail

Multitasking

Education

High school diploma or equivalent

Certification in office administration

Tools

Office productivity software

Job description

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 online) 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

The YMCA of Metropolitan Atlanta is an association of volunteers, members and staff, open to and serving all, with programs and services which build spirit, mind, and body. The Y believes in strengthening our community through youth development, healthy living, and social responsibility. When you join our team, you become part of a legacy over a century in the making, where passionate individuals work together to create meaningful change. Whether you're coaching future leaders, supporting wellness initiatives, or fostering connections, your work will have a lasting impact. Explore your potential, grow your career, and make a difference with the Y. Become a part of something bigger today!