Administration - Operations Administrative Assistant

YMCA OF GREATER INDIANAPOLIS•Indianapolis, IN

21h•$20 - $24•Onsite

About The Position

The Operations Administrative Assistant is an Association Office employee who provides administrative and operational support across multiple YMCA Centers, with a primary focus on supporting Center Executives and Center Advisory Boards (CABs). The role supports administrative functions currently performed by the Ops Admin team and is intended to ensure consistency, follow‑through, and execution across centers and Association priorities. The position blends office‑based administrative work with in‑person meeting, board, and event support. The role is primarily on‑site, with some early mornings, evenings, or weekends required to support meetings and board activities. Administrative & Meeting Support Manage scheduling and calendars for Center Executives. Reserve conference rooms and coordinate meeting logistics. Support purchasing processes, ordering supplies and credit‑card reconciliation. Provide administrative support to Center‑specific task forces and initiatives (e.g., Reimagine projects). Maintain organization of shared office spaces, storage, and supply areas. Enter facility work orders (Facility Dude) as requested by Directors. Provide administrative and logistical support for Board and Center events, including coordinating catering, agendas, communications, invitations, scheduling, materials preparation, and post-event follow-up. Respond to routine inquiries and coordinate administrative communications. Prepare and send cards, letters, and acknowledgements to board members and community stakeholders. Serve as backup coverage for other Operations Administrative Assistants as needed. Support Association‑level administrative work aligned with leadership priorities. Perform other duties/assignments as needed at the YMCA. Center Advisory Board (CAB) Support Support CAB meetings and CAB‑related committees to be no more than two (2) per Center (Executive, Financial Development, or Board Development), including: Scheduling and logistics, Agenda and material preparation, recording minutes and tracking follow‑ups, Complete assigned action items resulting from CAB meetings. Maintain CAB rosters, background checks, and Code of Conduct compliance. Track volunteer hours, demographics, and required reporting. Coordinate CAB recognition items (e.g., birthday cards), including purchasing and routing for signatures. Update annual OKRs and planning tools as assigned. Maintain organized electronic and physical filing systems. Ensure CAB and committee information is accurately reflected for Marketing and Financial Development use (website, monitors, etc.). Financial Development Support Responsibilities related to Financial Development are administrative and coordination‑based only, including scheduling, tracking, documentation, and follow‑up. In coordination with the Director of Donor Communication, provide administrative and logistical support for prospect management, stewardship activities, and donor relations, including tracking, scheduling, documentation, and follow-up communications.

Requirements

High School Diploma, or its equivalent and a minimum of 3 years professional experience.
Excellent organizational and clerical skills.
Exceptional written and verbal communication skills.
Demonstrated ability to interact in a cooperative manner with volunteers, professional, programmatic, and YMCA team members
Demonstrated ability to multi-task, work under pressure and meet deadlines with quality and excellence.
Detail-oriented, proactive, and resourceful.
Experience with scheduling, meetings, and event logistics.
A commitment to the YMCA Mission and Purpose – with the proven ability to model and teach unifying behavior to support Y culture and develop high-performing and collaborative teams.

Responsibilities

Manage scheduling and calendars for Center Executives.
Reserve conference rooms and coordinate meeting logistics.
Support purchasing processes, ordering supplies and credit‑card reconciliation.
Provide administrative support to Center‑specific task forces and initiatives (e.g., Reimagine projects).
Maintain organization of shared office spaces, storage, and supply areas.
Enter facility work orders (Facility Dude) as requested by Directors.
Provide administrative and logistical support for Board and Center events, including coordinating catering, agendas, communications, invitations, scheduling, materials preparation, and post-event follow-up.
Respond to routine inquiries and coordinate administrative communications.
Prepare and send cards, letters, and acknowledgements to board members and community stakeholders.
Serve as backup coverage for other Operations Administrative Assistants as needed.
Support Association‑level administrative work aligned with leadership priorities.
Perform other duties/assignments as needed at the YMCA.
Support CAB meetings and CAB‑related committees to be no more than two (2) per Center (Executive, Financial Development, or Board Development), including: Scheduling and logistics, Agenda and material preparation, recording minutes and tracking follow‑ups, Complete assigned action items resulting from CAB meetings.
Maintain CAB rosters, background checks, and Code of Conduct compliance.
Track volunteer hours, demographics, and required reporting.
Coordinate CAB recognition items (e.g., birthday cards), including purchasing and routing for signatures.
Update annual OKRs and planning tools as assigned.
Maintain organized electronic and physical filing systems.
Ensure CAB and committee information is accurately reflected for Marketing and Financial Development use (website, monitors, etc.).
In coordination with the Director of Donor Communication, provide administrative and logistical support for prospect management, stewardship activities, and donor relations, including tracking, scheduling, documentation, and follow-up communications.