Administrative Assistant | YMCA of the Triangle

Administrative Assistant Under the supervision of the Executive Assistant, the Administrative Assistant is responsible for managing daily office operations at the Association Resource Center (ARC) at the YMCA of the Triangle. This role plays a key part in ensuring the efficiency and effectiveness of ARC services, including oversight of front desk operations, coordination of opening and closing procedures, and management of the on-site room reservation calendar. In addition, the Administrative Assistant provides direct administrative support to the Executive Leadership Team and general administrative assistance to staff working at the ARC. This position requires strong organizational skills, attention to detail, and the ability to manage multiple tasks in a dynamic environment. They are responsible for managing the functions of the position in accordance with the stated mission, goals, and policies established by the administrative staff, governing committees, and Board of Directors of the YMCA. Essential Functions: Oversees daily operations of the front desk, including receptionist coverage, visitor check-in, and general reception duties Manages the office workroom, including stocking supplies, handling mail and postage, and coordinating copier maintenance or technical support Manages daily opening and closing procedures for the Association Resource Center, ensuring readiness and security of the space Maintains and coordinates the room reservation calendar for the Association Resource Center, resolving scheduling conflicts as needed Coordinates meeting and event logistics, including room setup and breakdown, AV/technical setup, and catering arrangements Supports Executive Leadership with administrative tasks, including: Allocating and reconciling P-Card (purchase card) transactions Preparing and submitting reimbursement and travel expense reports Managing calendar invites and room bookings for meetings Providing technical support for Microsoft Teams and Zoom calls Assisting with general administrative needs such as scheduling, document preparation, and correspondence Provides comprehensive administrative support for Y Excel Programs, including registering participants in Personify, generating reports, and maintaining accurate grant-related data. Delivers administrative support for the Properties and Facilities Department, assisting with document preparation, scheduling, and calendar management. Supports the Community Health Department with a variety of administrative tasks, including coordinating and executing large-scale mailings. Performs other duties and responsibilities as assigned by supervisor Qualifications: Degree in related field preferred and/or 1-2 years of related experience. Strong communication skills, presentation/facilitation, and writing skills. Exceptional organizational and time management skills, and the initiative to be a self-starter with minimal direction and supervision. Must be professional, customer service oriented, and display a consistently positive attitude. Must be able to maintain good relationships with members, staff and volunteers. Advanced knowledge of Microsoft Office preferred. Attention to detail, with a consistent high level of responsiveness and follow-up. Proven ability to manage multiple and complex projects to meet the needs of the business; Must be fluid in adapting to multiple changes at the same time Ability to relate effectively to diverse groups of people from all social and economic segments of the community. Multi-lingual desired but not required. Work Environment & Physical Demands: Moderate noise levels; may be louder during staff or community activities Primarily office setting with regular use of computer, phone, and other office technology Frequent sitting, walking, bending, and reaching; occasional lifting or moving up to 40 lbs Must be able to provide valid identification for employment eligibility verification. Must possess a valid driver's license and have access to reliable transportation. A clean driving record is required to meet YMCA insurance standards. Travel between branch and/or site locations, and to off-site meetings and events may be required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions

Created: 2026-03-13