Administrative Assistant, Intermediate (Marketing Communications)

The Administrative Assistant, Intermediate supports the operational activity for the Marketing Communications department. 

YMCA of the USA

Chicago, IL


The Administrative Assistant, Intermediate supports the operational activity for the Marketing Communications department.  This position is responsible for providing administrative and project support for communications, media and public relations, marketing and brand transition and compliance.    


This position will ensure successful support and operational task efficiency for the Marketing Communication department.


  • High school diploma or equivalent required.  Associate’s degree is preferred
  • Minimum of 1-3 years of administrative support experience is required
  • Intermediate skills in Microsoft Office (Word, Excel, Access, PowerPoint, Outlook) and computers
  • Basic knowledge of HTML and experience with project management systems preferred
  • Must possess excellent verbal, written and interpersonal communication skills
  • Must possess strong attention to detail, time management and organizational skills
  • Ability to multi-task, prioritize and problem-solve in a fast-paced work environment is required
  • Ability to work independently and take action proactively with minimal supervision
  • Ability to build relationships and interact with personnel at all levels of an organization
  • Must possess basic research skills
  • Experience working within a marketing or communications department is a plus
  • Requires a commitment to the YMCA character development values of caring, honesty, respect and responsibility


  • Handle administrative responsibilities for department including but not limited to: responding to phone and designated e-mail inquiries, preparing mailings, filing, data entry, faxing, scanning, copying, ordering office supplies, and FedEx/messenger logistics
  • Schedules travel for the VP including air, hotel and other required logistics
  • Managers calendar for the VP and serves as delegate for outlook invites and coordination of schedule
  • Coordinate department meeting, conference, webinar (onsite and offsite) logistics including but not limited to: scheduling, prepare and disseminate materials, room set-up/clean-up, catering
  • Create and/or edit files which include: documents, spreadsheets, presentations, reports
  • Prepare payment requests, journal entries and run financial queries
  • Oversee photocopying and organization of complex documents
  • Serve as Records Manager Liaison for all activities required to maintain compliance with legal requirements governing marketing and communications records as well as aligned with the YMCA of the USA records management policies
  • Assist in the contractual process to ensure contracts are initiated, completed and executed appropriately
  • Manage monthly updates to Exact Target data lists from Core Lookup program
  • Responsible for Brand Resource Center user access requests and communication
  • Post, edit and track project updates in SharePoint and Daptiv
  • Develop survey content and facilitate data entry in partnership with subject matter expert
  • Manage campaign registration data and reporting for department initiatives
  • Manage posting and monitoring of content on Exchange per subject matter experts requests and knowledge management governance policies, as needed
  • Conduct topical Internet research to support projects, as needed
  • Perform other duties as assigned by Vice President, Marketing Communications


  • Values.  Demonstrates in word and action the Y’s core values of caring, honesty, respect, and responsibility and a commitment to the Y’s mission, in all matters at all times.
  • Inclusion.  Values all people for their unique talents, and takes an active role in promoting practices that support diversity, inclusion, and cultural competence.
  • Relationships.  Builds authentic relationships in the service of enhancing individual and team performance to support the Y's work.
  • Communication.  Listens and expresses self effectively and in a manner that reflects a true understanding of the needs of the audience.
  • Quality Results.  Demonstrates and fosters a strong commitment to achieving goals in a manner that provides quality experiences.
  • Change Capacity.  Leads self and others through change by navigating ambiguity appropriately and adapting well to new situations, obstacles, and opportunities.
  • Emotional Maturity.  Demonstrates effective interpersonal skills.
  • Self-Development.  Is dedicated to the improvement of own capabilities and demonstrates this through the continual expansion of knowledge and skills.



How to Apply


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The YMCA is a nonprofit organization whose mission is to put Christian principles into practice through programs that build healthy spirit, mind and body for all.