Corporate Administrative Assistant

YMCA of Portsmouth; Chesapeake (VA); On-site; USD 25,000 - 34,000; Full time

Benefits offered by this job

Flexible hours

Background screening support

Job summary

The YMCA of South Hampton Roads is seeking an Administrative Assistant to support the COO, CFO and CGO, handling high‑level administrative duties, calendar management, and board material preparation. You will ensure accurate data entry, timely reporting, and confidential handling of sensitive information.

This full-time role requires strong communication, organizational, and multitasking skills, with occasional travel and flexible hours to meet organizational needs.

Qualifications

• 3+ years administrative experience supporting a training office or multiple individuals
• Superior written and verbal communication skills
• Professional and courteous demeanor with excellent customer service
• Advanced knowledge of Microsoft Office Suite and related tools
• Strong analytical, problem-solving, organizational and time management skills
• Ability to maintain confidentiality

Responsibilities

• Provides administrative support to the COO, CFO, and CGO
• Schedules and coordinates calendars for key meetings, training, and events
• Maintains files, reports, and records
• Manages board materials and web-based postings
• Liaises with board chairs, executives, and vendors
• Assists with financial data entry, billing, and budget-related tasks
• Prepares reports and data in Excel; supports meeting minutes
• Coordinates meetings and training; ensures materials are ready
• Gathers data for YMCA National reports and special projects
• Supports home office staff and executive leadership as needed
• Ensures confidentiality and privacy of sensitive information
• Occasional travel and flexible hours may be required

Skills

Communication

Customer service

Confidentiality

Analytical skills

Time management

Organizational skills

Problem solving

Education

Bachelor's degree or equivalent

Tools

Microsoft Office

Word

Excel

PowerPoint

Google Docs

Google Mail

Adobe Acrobat Pro

Job description

OUR CULTURE

Our mission and core values are brought to life through our culture. At the YMCA of South Hampton Roads, we strive to live our cause of strengthening communities with purpose and intentionality every day.

Job Type

Full-time

Description

OUR CULTURE

Our mission and core values are brought to life through our culture. At the YMCA of South Hampton Roads, we strive to live our cause of strengthening communities with purpose and intentionality every day.

We are welcoming: we are open to all and create spaces where people can belong and become.

We are genuine: we value people and embrace individuality.

We are hopeful: we believe in the potential of people to grow, lead and become catalysts for change.

We are nurturing: we support individuals throughout their journey to reach their full potential.

We are determined: above all else, we are on a relentless quest to make our community stronger, beginning with our people.

Our culture is not a People & Culture initiative; it is how we lead, serve, develop talent, make decisions and deliver on the YMCA's mission.

Position Summary

Under the direction of the Chief Operating Officer, the Administrative Assistant will assist the Chief Operating Officer (COO), Chief Financial Officer (CFO), and Chief Growth Officer (CGO) in all aspects related to administrative support of Y operations and programming including the delivery of high level of service to internal and external customers.

Essential Functions

• Provides administrative support to the COO, CFO, and CGO.
• Responsible for scheduling and coordinating COO, CFO, and CGO calendars around key meetings, training, and events.
• Maintains and updates files, records, and reports.
• Administers and maintains records of the Center Operations Committee, including coordination and posting of applicable documents (i.e. agenda, minutes, and board packets) on a web-based system.
• Serves as the liaison to Center Board Chairs, Vice Presidents, and Executive Directors, and outside vendors relating to day-to-day operations.
• Access and operate the Y’s Financial Management System (SGA) relative to budget, financial statements, and forecasts for Association reports.
• Prepares reports, excel spreadsheets, and data entry that may be extensive and confidential in nature.
• Attends and prepares minutes for meetings and assigns tasks out, as per discussed action register.
• Assists COO, CFO, and CGO with accurate billing and coding of invoices.
• Helps with coordinating meetings and training and ensures all associated materials are available.
• Assists with ordering, sorting, and distributing of Center requests.
• Ensures drinks and snacks are available for Home Office staff/meetings/training.
• Orders catered meals when needed.
• Analyzes and resolves Home Office administrative issues and works in tandem with other Home Office administrative staff members.
• Assists with various aspects of event planning, including department/association-wide on-site and off-site meetings; attends meetings as needed to assist with on-site registration and coordination.
• Gathers data and assists in the completion of YMCA National reports.
• Works with the Senior Leadership Team and other Home Office Staff on special projects.
• Maintains confidential and sensitive information and materials in a professional and private manner.
• Provides backup administrative support when needed to the President/CEO, Chief Legal Officer, and Chief People & Culture Officer.
• Serves as the primary backup to the Home Office Receptionist and the Executive Assistant to the President & CEO in all aspects, including insurance issues and claims.
• Orders gifts as needed for sympathy, sickness, childbirth or appreciation per COO.
• Manages coffee supplies and ordering for all YMCA branches.
• Responsible for ensuring the staff team has the information and support to address any alerts about potential members who appear on the sex offender registry.
• Performs other duties as assigned.

Requirements

QUALIFICATIONS

• A minimum of 3 years of administrative experience supporting a training office or working for multiple individuals is preferred.
• Superior written and verbal communication skills.
• Must display a professional and courteous demeanor at all times, demonstrating excellent customer service skills.
• Must possess advanced knowledge and experience using Microsoft Office Suites, including Word, Excel, PowerPoint, Google Docs, Google Mail, and Adobe Acrobat Pro.
• Must possess excellent analytical, problem-solving, organizational, and time management skills.
• Must possess a proven track record of maintaining confidentiality.

Preferred Attributes

• A bachelor’s degree or equivalent work experience is preferred.
• Complete required certifications within 60 days of hire. For example: CPR/AED and First Aid
• A self-starter with the ability to work independently.
• Excellent interpersonal skills; ability to work collaboratively with a diverse team of individuals at all levels of an organization, both inside and outside the YMCA.
• Strong ability to multi-task and the capacity to constantly re-prioritize and make sound judgments to meet deadlines.

Ymca Cause-driven Leadership Competencies

• Communication & Influence
• Functional Expertise
• Collaboration

Working Conditions And Physical Requirements

This position operates in a professional office and community-based environment and regularly interacts with team members, leaders, board members, vendors, and other stakeholders. The role requires use of a computer and other standard office equipment, prolonged periods of sitting or standing, and the ability to communicate and exchange information effectively. Occasional travel and flexible hours, including evenings or weekends, may be required based on organizational needs.

The YMCA of South Hampton Roads provides reasonable accommodations to qualified individuals with disabilities to enable them to perform the essential functions of the position, consistent with applicable law.

Accountability

Employment is contingent upon satisfactory performance and successful completion and maintenance of applicable position requirements, which may include background screening, driver's license review, CPS screening, drug and/or alcohol testing, or other screenings as required by the position or applicable law.

Compensation

Hourly Wage Range: $18-$25/hour

The wage range provided reflects the YMCA of South Hampton Roads’ good-faith determination of the minimum and maximum starting salary for this position.

Salary Description

$18-$20/hr