Remote State Admin & Operations Coordinator – Florida

YMCA of Greater St. Petersburg; Saint Petersburg (FL); On-site; USD 41,000 - 51,000; Full time

Benefits offered by this job

Health benefits

Generous PTO

12% employer paid retirement

403(b) savings plan

Free facility usage

Job summary

Florida State Alliance of YMCAs seeks a highly organized State Administrative & Operations Coordinator to support the CEO and Senior Leadership Team from a fully remote Florida-based position.

The role focuses on administrative and financial processes, records management, and statewide program support, coordinating deadlines, contracts, and meetings while enhancing workflows and systems across the Alliance.

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• Three or more years in administrative, operations, or executive support roles.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication.
• Proficiency with Google Workspace, Microsoft 365, Adobe, Zoom.
• Remote work capability while collaborating with statewide team.
• Commitment to YMCA mission and values.
• Pass a Level 2 background check.
• Must pass a 10-panel urinalysis drug screen.

Responsibilities

• Provide scheduling, meeting coordination, document preparation, and administrative support for the CEO and Senior Leadership Team.
• Track key action items, deadlines, commitments, and organizational priorities and proactively follow up as needed.
• Manage incoming calls and designated Alliance email inboxes.
• Maintain organizational calendars and tracking systems for contracts, grants, agreements, renewals, reporting deadlines, and other key activities.
• Coordinate and maintain Alliance accounts receivable processes, invoices, subscriptions, licenses, recurring expenses, and related financial documentation.
• Assist with budget administration and coordinate financial information with Alliance staff and the organization's fiscal agent.
• Coordinate document approvals, signatures, submissions, and recordkeeping.
• Maintain statewide contact lists, distribution lists, electronic files, organizational records, templates, policies, and other shared resources.
• Support staff onboarding and offboarding, including technology, equipment, accounts, and organizational materials.
• Coordinate remote-office administrative needs, including equipment, supplies, organizational materials, mailing needs, and related business functions.
• Coordinate logistics for Board and CEO meetings, retreats, Advocacy Days, trainings, conferences, and other statewide events.
• Support registration, venues, materials, travel information, attendance tracking, and post-event documentation.
• Provide administrative support for Alliance programs, grants, contracts, reports, and statewide initiatives, including document preparation, information collection, signature routing, submissions, and recordkeeping.
• Identify opportunities to improve administrative systems, processes, and workflows.

Skills

Organizational skills

Communication skills

Remote work experience

Administrative experience

Education

Bachelor's degree or equivalent

Tools

Google Workspace

Microsoft 365

Adobe

Zoom

Job description

Florida State Alliance of YMCAs seeks a highly organized State Administrative & Operations Coordinator to support the CEO and Senior Leadership Team from a fully remote Florida-based position.

The role focuses on administrative and financial processes, records management, and statewide program support, coordinating deadlines, contracts, and meetings while enhancing workflows and systems across the Alliance.