Administrative Assistant

POSITION SUMMARY:

Under the supervision of the Senior Membership Engagement Director at the Southeast Raleigh YMCA, the Administrative Assistant is responsible for the overall administrative support for the Southeast Raleigh YMCA. This position oversees a wide range of administrative responsibilities including staff and volunteer onboarding support, set up of staff trainings/conferences, financial reconciliation, board and committee coordination, annual campaign logistics, and volunteer engagement.  

Acting as a central point of contact for staff, volunteers, and community partners, the Administrative Assistant ensures efficient communication, accurate recordkeeping, and seamless event execution of annual campaign, annual cultivation plan, events, calendar management, and Board Volunteer communication.  

The Administrative Assistant will work with the Branch Executives to coordinate events and meetings with prospective donors and will be responsible for managing all of this in accordance with the mission, goals, and policies established by the administrative staff, governing committees, and Board of Directors of the YMCA. 

ESSENTIAL FUNCTIONS:

• Prepares welcoming and onboarding materials for new staff and volunteers, including nametags, directories, orientation resources, and recognition updates, fostering a sense of belonging and engagement from day one.
• Serves as a liaison between branch leadership, staff, and advisory boards, preparing agendas, minutes,
• Oversees all administrative aspects of the Annual We Build People campaign, including campaign calendars, training logistics, communications, printed materials, informational packets, and pledge cards. Maintains accurate volunteer rosters, prepares reports for staff and volunteers, and ensures timely and accurate information sharing with the Association Resource Center Philanthropy Department while coordinating branch branding.
• Coaches, trains, and supports administrative staff across Alexander, Southeast Raleigh, and Poyner branches to ensure timely pledge entry, effective communication, and consistent campaign execution. Provides strategic and administrative support for year-round Major Gifts work and, in coordination with leadership, plans and leads campaign events.
• Supports staff and member engagement strategies through the creation and distribution of internal newsletters, updates, celebrations, and recognition efforts that strengthen culture and connection.
• Serves as the primary point of contact for community outreach and volunteer engagement, managing rosters and coordinating key volunteer events through VolunteerMatters to deepen relationships and community impact.
• Performs other duties and responsibilities as assigned in support of the YMCA’s mission to strengthen community through youth development, healthy living, and social responsibility. 

QUALIFICATIONS:

• Minimum of 1 year of experience in general office administration.
• Strong proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Teams) or similar
• Ability to navigate multiple software platforms such as customer and volunteer databases.
• Excellent oral and written communication skills.  
• Ability to relate effectively to diverse groups of people from all social and economic segments of the community.
• Capability to communicate procedures in a positive and professional manner to individuals and/or large groups across all levels of employees.
• Exceptional organizational and time management skills, and the initiative to be a self-starter with minimal direction and supervision.
• Must be dependable, efficient, and maintain a high level of confidentiality.
• Multi-lingual desired but not required. 

WORK ENVIRONMENT & PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• • Moderate noise levels; may be louder during youth or community activities. 

  • Regular use of computer, phone, and other office technology for extended periods of time. 

  • Frequent standing, walking, bending, and reaching; occasional lifting or moving up to 40 lbs. 

  • Flexible schedule required — may include early mornings, evenings, weekends, and occasional travel between branches or sites. 

  • Must be able to provide valid identification for employment eligibility verification.  

  • Must have access to reliable transportation.  

  • Travel between branch and/or site locations, and to off-site meetings and events may be required. 

  • Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions