Administrative Assistant

YWCA is dedicated to eliminating racism, empowering women, and promoting peace, justice, freedom and dignity for all. Our vision is a thriving community without divide.

Since YWCA WNY’s founding in 1870, we have responded to the needs of the community by providing high quality programs and services that promote racial and social justice, and advance women’s empowerment. Working from an anti-racism and trauma-informed foundation, this commitment continues today through a continuum of comprehensive supports and services focused specifically on marginalized community members.

YWCA WNY supports over 3,000 women, children and families annually. Our programs empower children to grow in healthy, nurturing and enriched environments, youth to unlock their potential and build a path to success, women to attain self-sufficiency, and seniors to secure safe, affordable housing that keeps them connected to the community.

YWCA WNY is a progressive feminist and anti-racist organization. We stand with Planned Parenthood, Black Lives Matter (and similar organizations) and the LGBTQIA community.

Position Summary:

Performs administrative and office support activities for the Chief Executive Officer and YWCA Operations. A successful Administrative Assistant is highly organized, excellent at follow-through, very detail oriented and possesses a high level of computer competency. They should be comfortable in a growing non-profit that requires collaborative teamwork and is motivated by the important mission-driven work of the YWCA of Western New York. At all times, the Administrative Assistant must maintain exceptional standards of ethics and confidentiality. The position is full-time and standard office hours are Monday -Friday, 830am to 5pm, at the YWCA of Western New York on Grant St. in Buffalo, New York. The YWCA of Western New York offers a competitive compensation package with benefits.

Essential Duties

• Committed to our mission of eliminating racism and empowering women.
• Support the management team and staff with administrative functions.
• Provide outstanding customer service to staff, program participants, donors, and visitors.
• Answer phone calls politely and professionally on a multi-line phone system.
• Perform other general office duties and special projects as assigned, including processing daily mail, running errands, copying, scanning, etc.
• Maintain quality filing and communications systems including contact management, document management, and archiving.
• Managing and tracking donations, maintaining donor database, preparing thank you letters for review and signature.
• Liaise with property management, service vendors, and commercial tenants.
• Work with maintenance and team to prepare rooms and materials for meetings and events Provide marketing/communication assistance informing the public about programs, services, and upcoming events via social media and email.
• Prepare materials for new hires and assign keys and equipment, as necessary.
• Prepare, process, and maintain benefit paperwork during open enrollment and throughout the benefit year.
• Work with IT to meet the needs of the organization and troubleshoot IT issues.
• Manage supply inventory and order supplies, as necessary.
• Produce internal weekly staff bulletin and monthly newsletters.

Skills & Qualifications

• Assist with professional responsibilities, providing a welcoming and professional contact for visitors, telephone contact, e-mails and written correspondence as well as maintaining the electronic calendar and contacts and possess critical thinking and sound decision-making skills along with good customer service skills.
• Ability to multitask and work well under pressure.
• Ability to handle sensitive and confidential situations with diplomacy.
• Must be a team player, able to significantly contribute to an agency-wide team approach.
• Ability to relate positively to people of diverse ages, ethnicity, socio-economic levels, beliefs and lifestyles.
• Schedule meetings, prepare agendas, take minutes, and maintain files and documentation as required.
• Assist with coordinating special programs and projects; assist with project management and meeting deadlines; make arrangements for professional conferences and meetings; make travel arrangements
• Adaptable and anticipatory and can prioritize and manage multiple projects.
• Outstanding interpersonal and customer service skills.
• Strong computer skills including word processing, Microsoft Publisher, Word, Excel, PowerPoint, and Access; as well as Google Suite and online conference software (e.g., Zoom).
• Ability to learn other applications as needed.
• Attention to detail and quality including accurate typing and English grammar skills.
• Working knowledge of Social Media strategies and platforms.
• Knowledge of and ability to troubleshoot basic office equipment.
• Multi-line switchboard experience.
• Meeting planning and support, including ability to take accurate notes for meetings.
• Time management, including ability to multi-task on a continuous basis, in a dynamic office environment.
• Must have a valid driver's license in good standing.
• Required: Minimum Associate’s degree with 5 years administrative office and customer service experience
• Preferred: Bachelor’s degree with 3 years related administrative/office experience.
• Familiarity with the non-profit sector.

Job Type: Full-time

Pay: $18.00 - $21.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

People with a criminal record are encouraged to apply

Experience:

• Customer service: 3 years (Required)
• Administrative: 3 years (Required)

Work Location: In person