Administrative Support Specialist

Job Description

We are seeking a highly organized and efficient Administrative Support Specialist. The successful candidate will play a key role in ensuring smooth operations within the executive office, facilitating effective communication, and providing exceptional support to the Senior Leadership Team at the YMCA of Florida's First Coast. This role offers the opportunity to work closely with senior leadership in a dynamic and fast-paced organization. If you are a proactive and resourceful individual with a passion for working for a cause driven organization, we encourage you to app

Essential Functions

• Assist the Sr. Director of Executive Support in coordinating and scheduling meetings, appointments, and travel arrangements.
• Manage correspondence, including emails, phone calls, and written communication, in a professional and timely manner.
• Prepare and edit documents, presentations, and reports as needed.
• Maintain and organize executive files, documents, and records.
• Coordinate logistical arrangements for executive meetings and events, including catering, venue booking, technology and setup.
• Act as a liaison between the executive office and internal departments, as well as external stakeholders.
• Assist with special projects and initiatives as assigned by senior management.
• Handle confidential and sensitive information with discretion and confidentiality.
• Provide general administrative support, including office supply management, expense reporting, and other ad hoc tasks.
  
  

NOTE: This job description reflects management's assignment of essential functions. It does not prescribe or restrict the tasks that may be assigned.

Qualifications

YMCA Competencies (Multi-Team or Branch Leader):

• Proven experience in an administrative support role, preferably supporting executive-level staff.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to prioritize tasks and manage time effectively in a fast-paced environment.
• Ability to work occasional weekends.
• Discretion and professionalism when dealing with confidential information.
• Bachelor's degree preferred, but not required.
  
  

Physical Demands

Work is sedentary but may require some standing, walking, bending, and carrying of light items such as books, papers, and files.

Ability to occasionally attend off-site employee functions.

Ability to work onsite daily, if required.

Job Description

We are seeking a highly organized and efficient Administrative Support Specialist. The successful candidate will play a key role in ensuring smooth operations within the executive office, facilitating effective communication, and providing exceptional support to the Senior Leadership Team at the YMCA of Florida's First Coast. This role offers the opportunity to work closely with senior leadership in a dynamic and fast-paced organization. If you are a proactive and resourceful individual with a passion for working for a cause driven organization, we encourage you to app

Essential Functions

• Assist the Sr. Director of Executive Support in coordinating and scheduling meetings, appointments, and travel arrangements.
• Manage correspondence, including emails, phone calls, and written communication, in a professional and timely manner.
• Prepare and edit documents, presentations, and reports as needed.
• Maintain and organize executive files, documents, and records.
• Coordinate logistical arrangements for executive meetings and events, including catering, venue booking, technology and setup.
• Act as a liaison between the executive office and internal departments, as well as external stakeholders.
• Assist with special projects and initiatives as assigned by senior management.
• Handle confidential and sensitive information with discretion and confidentiality.
• Provide general administrative support, including office supply management, expense reporting, and other ad hoc tasks.
  
  

NOTE: This job description reflects management's assignment of essential functions. It does not prescribe or restrict the tasks that may be assigned.

Qualifications

YMCA Competencies (Multi-Team or Branch Leader):

• Proven experience in an administrative support role, preferably supporting executive-level staff.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to prioritize tasks and manage time effectively in a fast-paced environment.
• Ability to work occasional weekends.
• Discretion and professionalism when dealing with confidential information.
• Bachelor's degree preferred, but not required.
  
  

Physical Demands

Work is sedentary but may require some standing, walking, bending, and carrying of light items such as books, papers, and files.

Ability to occasionally attend off-site employee functions.

Ability to work onsite daily, if required.