Multi-Site Administrative Lead & Operations

YWCA Metropolitan Chicago; Addison (IL); On-site; USD 42,000 - 64,000; Full time

Job summary

The YWCA Metropolitan Chicago seeks a Lead Administrative Support Specialist to provide advanced administrative, operational, and cross-site coordination support for Youth & Family Potential. You will ensure consistency across multiple locations, maintain program data, and coordinate administrative processes while serving as a liaison between leadership, staff, and external partners.

This exempt, full-time role involves on-site leadership presence, supporting communication flow, contract

Qualifications

• Prior administrative or office experience in a professional setting.
• Experience supporting leadership or cross-functional teams preferred.
• Experience coordinating operations across multiple sites or programs preferred.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Strong organizational, time management, and problem-solving skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Excellent written and verbal communication skills.
• High level of professionalism, discretion, and attention to detail.
• Strong customer service and stakeholder support skills.
• Ability to work independently and collaboratively across teams.

Responsibilities

• Coordinate and support daily operations across multiple program sites to ensure consistency, efficiency, and continuity of services.
• Serve as an on-site point of contact when present, addressing operational needs and escalating issues as appropriate.
• Provide guidance and support to staff to ensure alignment of workflows, procedures, and service standards across locations.
• Travel between sites as needed to support operational continuity and organizational priorities.
• Support the Administrative Manager with contract compliance, program reporting, and operational documentation.
• Maintain accurate program data, spreadsheets, reports, and shared records.
• Prepare and maintain documents including correspondence, presentations, meeting materials, and internal reports.
• Process purchase orders, invoices, supply requests, and other administrative transactions.
• Serve as a communication link between leadership, staff, and program sites to ensure timely information flow.
• Track and follow up on action items, supporting issue resolution and operational alignment.
• Provide updates on operational status, priorities, and cross-site needs to leadership.
• Coordinate logistics for meetings, trainings, and leadership visits, including scheduling, space setup, materials preparation, and technology support.
• Track attendance, timelines, and deliverables for projects and initiatives.
• Support cross-functional projects by monitoring progress and providing status updates as needed.
• Support front desk and office operations, including phone coverage, visitor reception, mail distribution, and general office support.
• Ensure office supplies are stocked and workspace areas are organized and functional.
• Provide backup coverage for administrative functions as needed to maintain daily operations.
• Provide professional, respectful, and responsive service to members, staff, and visitors.
• Greet individuals in person and by phone, distribute program information, and connect individuals to appropriate resources.
• Maintain a welcoming environment and support individuals who may require additional assistance.

Skills

Organization

Communication

Time management

Problem solving

Customer service

Team collaboration

Education

Associates degree or equivalent

Tools

Microsoft Office

Excel

PowerPoint

Outlook

Job description

The YWCA Metropolitan Chicago seeks a Lead Administrative Support Specialist to provide advanced administrative, operational, and cross-site coordination support for Youth & Family Potential. You will ensure consistency across multiple locations, maintain program data, and coordinate administrative processes while serving as a liaison between leadership, staff, and external partners.

This exempt, full-time role involves on-site leadership presence, supporting communication flow, contract