What are the responsibilities and job description for the Administrative Assistant position at YMCA of Greater Kansas City?
Overview
The Administrative Assistant provides high-level administrative support to the Chief Operating Officer (COO) while managing cross-functional projects that advance organizational priorities. This role requires exceptional organizational and communication skills, the ability to manage sensitive information with discretion, and the capacity to lead projects to successful completion. The individual will balance daily administrative support responsibilities with project coordination in IT, facilities, and operations.
Benefits Include:
- Comprehensive benefit package, including health insurance and retirement.
- Paid time off to support work-life balance.
- Free YMCA household membership.
- Opportunities for professional growth and development.
Hiring range: $21.00 - $23.00
OUR CULTURE: The YMCA of Greater Kansas City’s mission and core values are brought to life by our culture. It’s who we are, who we aspire to be and how we show up every day. We are cause-driven. We don’t just show up, we show up with purpose. We are welcoming: we are open to all. We are a place where you can belong and become. We are genuine: we value you and embrace your individuality. We are hopeful: we believe in you and your potential to become a catalyst in the world. We are nurturing: we support you in your journey to develop your full potential. We are determined: above all else, we are on a relentless quest to make our community stronger beginning with you.
Responsibilities
Executive Assistant Support
- Manage the COO’s calendar, schedule, and travel arrangements; ensure optimal use of time.
- Prepare and organize meeting agendas, presentations, and supporting materials for leadership, Board, and community meetings.
- Draft, edit, and proofread correspondence, reports, and communications on behalf of the COO.
- Track, prioritize, and follow up on action items resulting from leadership, variance, and Board meetings.
- Coordinate logistics for internal and external events and engagements involving the COO.
- Serve as a professional liaison between the COO, leadership team, Board members, and external partners.
- Maintain discretion in handling confidential information and sensitive matters.
Project Coordination
- Assist with coordination and monitoring of projects in IT, facilities, and operations to ensure timely and successful execution.
- Develop project timelines, track progress, and report regularly to the COO.
- Support vendor coordination, contracts, and procurement processes.
- Ensure projects meet budget guidelines and comply with nonprofit, safety, and risk standards.
- Document outcomes, lessons learned, and process improvements for future projects.
Qualifications
- Bachelor’s degree from an accredited college or university or the equivalent combination of education and experience.
- 3–5 years of experience providing executive-level administrative support (nonprofit or mission-driven environment preferred).
- Demonstrated ability to coordinate and manage projects of varying complexity.
- Strong proficiency with Microsoft Office Suite/Google Workspace; familiarity with project management software (e.g., Asana, Smartsheet, MS Project) preferred.
- Exceptional communication and interpersonal skills, both written and verbal.
- Strong organizational skills with proven ability to manage multiple tasks and priorities.
- Discretion, professionalism, and sound judgment in handling confidential matters.
- Able to make independent and sound decisions in a fast paced environment.
Salary : $21 - $23
