Admin III

Job Summary

Provide high-level administrative support to the Chief Financial Officer (CFO) and Chief Operating Officer (COO), ensuring efficient operations and effective communication within the executive office. This role requires a high level of confidentiality, initiative, and judgment.

Responsibilities

• Calendar Management: Manage and maintain the CFO/COO's calendar, scheduling meetings and appointments to optimize their time.
• CDO Scheduling Support: Schedule and coordinate meetings for the CDO, ensuring availability, meeting logistics, and effective communication with attendees.
• Meeting Coordination: Coordinate meetings, including preparing agendas, taking minutes, and ensuring follow-up on action items.
• Document Preparation: Assist in the preparation of financial reports, presentations, and other documents.
• Confidentiality: Handle sensitive information with discretion, ensuring data protection.
• Research and Data Compilation: Conduct research and compile data for various projects and presentations.
• Travel Coordination: Arrange travel itineraries, including booking flights, accommodations, and ground transportation.
• Communication: Facilitate communication between the CFO/COO and other departments, ensuring smooth information flow.
• Correspondence Management: Manage incoming communications, flag urgent emails, and maintain organized email systems.
• Expense Management: Reconcile credit card statements, analyze expenses, and flag any discrepancies.
• Project Support: Provide support for daily tasks and long-term projects to ensure smooth operations.

Qualifications

• Bachelor's degree in Business Administration, Finance, or a related field.
• Minimum of 2-5 years of administrative experience, preferably in a financial or executive support role.
• Exceptional organizational and time-management skills.
• Strong verbal and written communication abilities.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Attention to detail and accuracy in managing tasks and data.
• Able to handle sensitive and confidential information professionally.
• Financial acumen and problem-solving skills.
• High level of professionalism and interpersonal skills.
• Proactive and resourceful, with the ability to manage competing demands effectively.
• Flexibility and adaptability in a fast-paced environment.

Code of Conduct for Applicants

All employees and volunteers are responsible for adhering to abuse prevention policies, maintaining appropriate boundaries, completing required training, reporting suspicious or inappropriate behavior, and complying with mandated reporting requirements. Responsible for ensuring staff are properly screened, trained, supervised and held accountable to the organization’s abuse risk management standards.

Qualifications (continued)

• Preferred Qualifications: Knowledge of and previous experience with diverse populations (language, culture, race, physical ability, sexual orientation, etc.). Ability to speak any language in addition to English may be helpful.

Other Considerations

• Expected Hours of Work: Full-time position, Monday through Friday, 8:30 a.m. to 5:00 p.m., with occasional evening and weekend work as needed.
• Work Environment: This job operates in a professional office environment. This role routinely uses standard office equipment.
• Physical Demands: Role may require standing, walking, squatting, sitting, typing, bending, reaching, twisting, repetitive hand movements, and driving. Hearing must be adequate to perform job duties in person, over the telephone, and in virtual meetings. Must be able to speak, read, write, and understand English fluently in person, over the telephone, and in virtual meetings. Visual acuity must be adequate to perform job duties, including visual examination of information from printed sources and computer screens. Must be able to remain stationary in a sitting or standing position up to of the time. Requires lifting above the shoulders. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. This position requires the ability to occasionally lift office products and supplies, up to 20 pounds. Travel: Travel is primarily local, although some out-of-the-area and overnight travel may be expected.

Our Mission

Building a community where all people, especially the young, are encouraged to develop their fullest potential in spirit, mind, and body.

YMCA of Greater Seattle's Core Values

• Respect
• Responsibility
• Honesty
• Caring
• Passion for Excellence

Equal Opportunity Employer

The YMCA of Greater Seattle is an equal opportunity employer and is committed to creating a diverse and equitable work environment. Qualified applicants will receive consideration without regard to their race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other status protected by local, state, or federal law. All job offers are contingent on the results of a background check. We participate in the Federal E-Verify system.