Executive Assistant & Advancement Coordinator (Full Time)

Socket.dev; Summit (NJ); On-site; USD 52,000 - 60,000; Full time

Benefits offered by this job

Subsidized medical, dental, and vision

Life and long‑term disability

Paid vacation and holidays

Free YMCA family membership

Discounts on YMCA programs andservices

Ongoing professional development

12% YMCA retirement plan

Job summary

The Summit Area YMCA seeks an Executive Assistant & Advancement Coordinator to provide high‑level support to our CEO and Vice President of Advancement. This role blends executive administration with donor relations, board engagement, development operations, and special events.

This full‑time role offers proactive problem‑solving, organization, and discretion as you manage calendars, prepare materials, coordinate meetings, and assist with fundraising and communications.

Qualifications

• Bachelor’s degree in business administration, nonprofit management, communications, or a related field preferred, or an equivalent combination of education and relevant experience.
• Experience in nonprofit work and donor relations is a plus.
• Strong written and verbal communication skills and ability to handle confidential information.

Responsibilities

• Provide proactive administrative support to the CEO and Vice President of Advancement, including managing calendars, meetings, appointments, and occasional local travel.
• Coordinate board, committee, and staff meetings; prepare agendas and materials, take minutes, and track follow-up items.
• Manage the fundraising database, including donor records, reporting, auditing, and data integrity.
• Prepare donor communications, correspondence, reports, presentations, and board materials.
• Support fundraising initiatives, special events, and the Annual Campaign.
• Coordinate communications and logistics with board members, donors, volunteers, and vendors.
• Maintain confidential records and organized digital files; support cross‑department collaboration to improve processes.

Skills

Highly organized

Anticipate needs

Attention to detail

Clear communication

Donor relations

Discretion

Education

Bachelor’s degree in business administration or related field

Tools

Bloomerang

Daxko

Microsoft Office

Job description

Description

Make an impact behind the scenes—and at the center of it all.

The Summit Area YMCA is seeking a highly organized, proactive Executive Assistant & Advancement Coordinator to provide high-level support to our CEO and Vice President of Advancement. This unique role combines executive administration with advancement coordination, offering the opportunity to work closely with organizational leadership while supporting board engagement, donor communications, development operations, and special events.

This position is ideal for a curious, resourceful problem-solver who enjoys anticipating needs, creating effective systems, managing details, and taking ownership. You will regularly interact with board members, donors, committee volunteers, vendors, and other community partners while helping two externally facing leaders operate effectively and advance the Y’s mission.

You May Be the Right Fit If You:

• Are highly organized and enjoy creating systems that keep people and projects moving.
• Naturally anticipate needs, take initiative, and follow through.
• Can shift between priorities while maintaining close attention to detail.
• Communicate clearly and professionally with senior leaders, board members, donors, volunteers, and community partners.
• Are interested in Advancement work and enjoy supporting donor relations, fundraising efforts, and community engagement.
• Enjoy solving problems, improving processes, and taking ownership of your work.
• Handle sensitive information with professionalism and discretion.
• Are curious, eager to learn, and excited to grow within a mission-driven organization.

What You’ll Do

• Provide proactive administrative support to the CEO and Vice President of Advancement, including managing calendars, meetings, appointments, and occasional local travel.
• Coordinate board, committee, and staff meetings; prepare agendas and materials, take minutes, and track follow-up items.
• Manage the fundraising database, including donor records, reporting, auditing, and data integrity.
• Prepare donor communications, correspondence, reports, presentations, and board materials.
• Support fundraising initiatives, special events, and the Annual Campaign.
• Coordinate communications and logistics with board members, donors, committee volunteers, vendors, and other community partners.
• Maintain confidential records, organized digital files, project timelines, and departmental deadlines.
• Collaborate across departments, anticipate needs, and identify opportunities to improve administrative processes and systems.

Salary & Benefits

This full-time, non-exempt position generally works Monday–Friday during standard business hours, with occasional evening or weekend responsibilities based on operational needs, projects, or emergencies. The salary range for this position is $52,000 – $60,000 annually. The compensation offered to the candidate selected for the position will depend on several factors, including the candidate's educational background, skills and professional experience.

The Summit Area YMCA offers a generous benefits package that includes:

• Subsidized medical, dental, and vision insurance.
• Life and long‑term disability insurance.
• Paid vacation and holidays.
• Free YMCA family membership.
• Discounts on YMCA programs and services, including childcare and camp.
• Ongoing professional development and training opportunities.
• A 12% employer contribution to the YMCA retirement plan upon eligibility.

At the Summit Area YMCA, we are committed to equal opportunity employment regardless of gender, age, disability, ethnicity, sexual orientation, or religious affiliation. Our main purpose is to strengthen community. Every day, we work side-by-side with our neighbors to make sure that everyone can reach their full potential, and we strive to live our cause with purpose every day. No matter who you are or where you’re from, we believe that we’re stronger when we come together.

Requirements

• Bachelor’s degree in business administration, nonprofit management, communications, or a related field preferred, or an equivalent combination of education and relevant experience.
• A genuine interest in nonprofit work, with enthusiasm for developing new skills and assuming increased responsibility over time.
• Prior administrative or coordination experience, or an equivalent combination of experience and transferable skills.
• Ability to convey information clearly and concisely in written and verbal communication.
• Superior organizational skills with the ability to manage multiple priorities in a fast-paced environment.
• High attention to detail and strong problem-solving abilities.
• Ability to work independently and exercise good judgment and discretion.
• Strong interpersonal skills and ability to work with diverse internal and external stakeholders.
• Comfortable and professional in external-facing interactions with board members, donors, vendors, and volunteers.
• Aptitude to become the subject matter expert for Bloomerang and Daxko; prior experience with a donor database or CRM is preferred but not required. Training will be provided.
• Proficiency with Microsoft Office or similar online tools; ability to build polished presentations.
• High degree of professionalism and discretion in handling confidential and sensitive information.
• Experience with nonprofit, community engagement, or volunteer management is a plus.

About the Summit Area YMCA:

We were founded as the Young Men's Christian Association in 1886, but today, we are The Y. Part of a world-class organization, we are one of the area’s leading nonprofits, that values, and is made stronger by, its diverse people. The Summit Area YMCA is committed to strengthening community by connecting all people to their potential, purpose, and each other. Working locally, we focus on empowering young people, improving health and well-being, and inspiring action in and across communities. By bringing together people from different backgrounds, perspectives, and generations, we ensure that we all have access to the opportunities, relationships, and resources necessary to learn, grow and thrive.