Administrative Support Specialist III

Job Summary

This role involves providing advanced administrative assistance to the Chief Financial Officer and Chief Operating Officer, streamlining operations, and fostering effective communication within the executive departments. Discretion, initiative, and sound judgment are essential for success.

Key Responsibilities

• Manage and optimize scheduling for the CFO and COO, ensuring efficient appointment coordination.
• Arrange meetings for the Chief Diversity Officer, coordinating logistics and communications.
• Prepare agendas, document meeting minutes, and ensure timely follow-up on action items.
• Support preparation of financial documents, presentations, and reports.
• Maintain confidentiality when handling sensitive information.
• Conduct research and compile data for projects and presentations.
• Organize travel plans including flights, lodging, and ground transportation.
• Act as a liaison between executive leaders and other departments to facilitate smooth communication.
• Manage incoming correspondence, prioritize urgent emails, and maintain email organization.
• Reconcile credit card statements, analyze expenses, and identify discrepancies.
• Assist with daily operational tasks and support longer-term projects.

Qualifications

• Bachelor's degree in Business Administration, Finance, or a related discipline.
• Two to five years of experience in an administrative role, ideally supporting financial or executive functions.
• Excellent organizational and time management skills.
• Strong communication capabilities, both written and verbal.
• Proficiency with Microsoft Office applications including Outlook, Word, Excel, and PowerPoint.
• Detail-oriented with accuracy in handling data and tasks.
• Ability to professionally manage confidential material.
• Financial understanding and problem-solving aptitude.
• High professionalism and interpersonal skills.
• Proactive, resourceful, and able to balance competing priorities.
• Adaptability to a dynamic work environment.

Preferred Attributes

• Experience working with diverse cultural populations.
• Additional language skills beyond English are advantageous.

Additional Information

The position follows abuse prevention policies requiring appropriate staff screening, training, supervision, and adherence to reporting responsibilities. Work hours are Monday through Friday, 8:30 a.m. to 5:00 p.m., with occasional evenings or weekends as needed. The role demands various physical activities including standing, sitting, walking, and lifting up to 20 pounds. Regular local travel with some overnight trips may be required.

Benefits

• Membership to the YMCA of Greater Seattle for the employee and household.
• Comprehensive medical, dental, vision, and life insurance.
• Retirement plans with generous employer contributions.
• Access to mental health resources.
• Paid time off accruing quickly and available immediately upon hiring.
• Discounts on YMCA childcare and day camp programs.

Compensation

The expected wage range for this position is $24.00 to $30.00 per hour.

Organizational Values and Culture

• Respect, Responsibility, Honesty, Caring, and Passion for Excellence form the foundation of the work environment.
• The organization values collaboration, adaptability, accountability, problem-solving skills, service orientation, team cohesion, and commitment to community impact.

Equal Opportunity

The employer is committed to diversity and equity, offering equal employment opportunities without discrimination based on protected characteristics. Employment is conditional upon passing a background check and verification through federal systems.