Administrative Assistant II (Association Office)

The YMCA of Greater New York is seeking an Administrative Assistant to provide high-level direct administrative and clerical support to the Executive Finance Team and other senior leaders. This is a part-time, in-office position scheduled to work Tuesdays, Wednesdays, and Thursdays, up to six (6) hours per day.

About the Role

This role provides administrative support to the Executive Finance Team and other senior leaders as assigned. Key responsibilities include managing calendars, schedules, and meeting logistics; answering phone calls and responding to emails; maintaining accurate and organized electronic and paper files; assisting with processing invoices, purchase orders, and other administrative paperwork; supporting data entry and updates for internal tracking logs, reports, mailing lists, and departmental databases; supporting document coordination and posting to internal platforms; supporting the planning and implementation of special events and programs; assisting in the preparation and production of financial statements, applications, spreadsheets, and reports; assisting with incoming and outgoing mail, deliveries, and package coordination; ordering, restocking, and distributing office supplies as needed.

Responsibilities

• Manage calendars, schedules, and coordinate meeting logistics
• Answer phone calls and respond to emails in a timely and professional manner
• Maintain accurate and organized electronic and paper files, including scanning, uploading, and filing documents as needed
• Aid in processing invoices, purchase orders, and other administrative paperwork
• Support data entry and updates for internal tracking logs, reports, mailing lists, and departmental databases
• Support document coordination and posting to internal platforms (including Board Effect software) following established processes
• Support the planning and implementation of special events and programs
• Aid in the preparation and production of financial statements, applications, spreadsheets, and reports
• Aid in the assistance with incoming and outgoing mail, deliveries, and package coordination
• Order, restock, and distribute office supplies as needed

Requirements

• Associate degree in Business Administration or related fields, or equivalent work experience preferred
• Minimum of two (2) years of administrative or clerical support experience in a fast-paced office environment
• Financial services experience is a plus
• High-level proficiency in Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Google Suite
• Demonstrated project management skills and ability to organize and maintain accurate records, files, and documentation
• Excellent written and verbal communication skills, with a professional and customer service approach
• Ability to manage multiple assignments, prioritize tasks, and meet deadlines in a fast-paced environment

Qualifications

• Commitment to the YMCA’s mission and values
• Must be available on Tuesdays, Wednesdays, and Thursdays

Skills & Experience

• Desired skills and experience include:
• Associate degree in Business Administration or related fields, or equivalent work experience preferred
• Minimum of two (2) years of administrative or clerical support experience in a fast-paced office environment
• Financial services experience is a plus
• High-level proficiency in Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Google Suite
• Demonstrated project management skills and ability to organize and maintain accurate records, files, and documentation
• Excellent written and verbal communication skills, with a professional and customer service approach
• Ability to manage multiple assignments, prioritize tasks, and meet deadlines in a fast-paced environment

Benefits

The YMCA of Greater New York offers a variety of benefits to its staff members, including retirement benefits, medical, paid time off, free YMCA membership, and more! Benefit eligibility is determined by an individual's employment status (i.e., full-time or part-time), tenure, and/or the number of hours scheduled to work. Click here for more information.

How to Apply

If you would like to be a member of our dynamic team, please complete our online application and submit your résumé and a thoughtful cover letter that explains your interest in the role and our organization. If you are a current YMCA employee, please submit your application through the Internal Career Site in Cornerstone.