Administrative Assistant (Harlem YMCA)

Administrative Assistant (Harlem YMCA)
Full-Time / Regular
$17.34 Hourly

The YMCA of Greater New York is here for all New Yorkers — to empower youth, improve health, and strengthen community. Founded in 1852, today the Y serves a diverse population of more than half a million New Yorkers who learn, grow, and thrive through programs and services at our 24 branches. Community is the cornerstone of the Y. Together, we connect active, engaged New Yorkers to build stronger communities.

To help fulfill our mission, we cultivate a culture of learning, leading, and collaboration to enhance community impact. Through our talented staff and “LEAP” career framework (Leadership, Empowerment, Accountability, Personal Growth), we are committed to a people-first approach that fosters trust, inclusion, growth, and development for all.

The Harlem YMCA is seeking an articulate, self‑proficient Administrative Assistant who will provide direct administrative support to the Executive Office. Specific support duties include, but are not limited to, carrying out daily administrative and operational responsibilities, managing the Executive office calendar, scheduling meetings, coordinating logistics, and maintaining excellent communication with the Branch Board, Senior Management Staff, and Harlem YMCA constituents. The Administrative Assistant will assist in managing the administrative aspects of the Annual Campaign, Marketing and Communications, Achievers in Industry programs, and Gala planning, including coordinating events, managing meeting schedules and room rentals, supporting a network of donors and community supporters, and assisting with donor tracking and data entry. The position will also assist the Business Manager with purchase requisitions and provide support on special projects and other duties as needed.

Key Responsibilities:

• Prepare memos, correspondence, minutes, reports, charts, and other materials related to special projects and the regular operation of the office.
  
• Support and coordinate requests for AS400 and other online searches.
  
• Track projects across departments, support interdepartmental work groups.
  
• Meeting planning, including logistical support such as venue, catering, speaker invitations, and promotional materials.
  
• Maintain calendar, setting schedules and appointments, preparing and distributing minutes, and arranging meetings, including Board, Committees, and staff meetings. Ensure all meeting materials are prepared in a timely fashion.  
  
• Attend all board meetings, volunteer committee meetings, and leadership meetings, taking minutes and documenting follow-up items.
  
• Manage logistics related to the Achievers in Industry program and Annual Gala.
  
• Enter gifts into AS400 as they come in, produce weekly reports, prepare acknowledgement letters for donors, and ensure they are sent out in a timely manner. Also, maintain a tracking/filing system for all gifts that meet audit requirements.
  
• Carry out as-needed mailings produced in-house, including mail merges as needed.
  
• Serve as a member of the Annual Campaign Committee, working in cooperation with volunteers and staff.
  
• Help in planning and executing events related to the annual fundraising initiative, the Annual Campaign, and branch events.
  
• Handle mail, office supplies, and manage room rental booking and the members’ community board.
  
• Model the Y’s 4 core values and provide leadership to branch operations when needed.
  
• Manage and work with the Business Manager for all pcard expenses and allocations.
  
• Manage all room rentals, internally and externally.
  
• Assist other departments with administrative tasks when needed.
  
• Evening and weekend availability based on events and the needs of the operation.
• Other duties as assigned.
  

Desired Skills & Experience:

• Bachelor’s Degree or equivalent work experience required.
• Two (2) – three (3) years of administrative experience.
  
• One (1) – three (3) years of experience working with staff and volunteers.
  
• One (1) – three (3) years of community relations experience.
• Experience working with design programs, such as InDesign or Quark, preferred.
• Knowledge of Donor Development.
  
• Excellent written and verbal communication skills.