Administrative Asst. III

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Arthur R. Baxter Branch YMCA


Indianapolis, IN 46227-5995

Job Description

The Administrative Assistant III position assist the Center Executive Director and Associate Executive Director with all aspects of Financial, Volunteer, and Community Development. Ensure the Center has a well-implemented and well-organized development plan. Assist in coordinating activities to help establish relationships more intentionally with individual donors, grant funders, and community partners. This includes preparing and assisting in donor communications, maintaining the fundraising database, planning events, and assisting with daily task pertaining to fundraising. Includes assisting with stewardship activities, research, tracking and reporting. Assist the Center staff with volunteer development and marketing strategies for the annual campaign and center. Assist with providing support to the Center Advisory Board by assisting Center Executive Director with timely and effective communications including meeting agendas and minutes. Responsible for completion of daily cash deposits.

The Administrative Assistant will also serve as a member of the center leadership team, under the direction of the Center Executive Director and provide support as needed.


•A high school diploma or equivalent is required. An associate’s degree preferred or its equivalent in administration or related field is preferred.

•Minimum of 3-5 year’s profession experience

•Excellent organizational and clerical skills

•Exceptional written and verbal communication skills

•A high level of confidentiality and a professional customer-service approach is required.

•Ability to problem-solve and work independently.

•Experience with Raiser’s Edge or similar fundraising software is required.

•Ability to manage multiple priorities

•Extensive experience in Microsoft’s Office Suite (Outlook, Word, Publisher, PowerPoint, and Excel). Working knowledge of Delivera is preferred.

•Schedule flexibility will be essential in order to attend occasional early morning and evening campaign and volunteer meetings.

Essential Functions

1.Support the Center Executive Director, Associate Executive Director, members of the leadership team and volunteers in scheduling, handling routine requests, questions, assistance and providing input in order to make the annual campaign successful.

2.Assist in preparation and coordination of meetings, including maintaining rosters, preparing meeting materials/agendas, reserving meeting room facilities/ordering refreshments/setting-up, sending meeting notifications to participants, posting meeting details on the appropriate Calendars (i.e. YMCA) and taking meeting minutes. Local travel will be expected for various off-site campaign-related meetings.

3.Generate and process all incoming and outgoing correspondence and communication with volunteers, prospects and donors in a timely manner.

4.Conduct prospect research, as requested, and develop and maintain, prospect profiles, databases, gift and pledge acknowledgement, adding actions for Community Executive Director and running select reports.

5.Develop and maintain weekly campaign reports for staff and volunteers.

6.Help prepare, assemble and send fundraising-related materials to volunteers and potential donors. Assist in developing campaign newsletters, e-mail updates, Delivera e-blasts, progress reports and other materials as needed. Assist Member Engagement Director and Volunteers with planning and conducting special events. Serve as the center’s representative on the Stewardship Committee.

7.Assist in the preparation, tracking and reporting of grant information and help manage grants process for the center.

8.Responsible for updating donor boards, Heritage Club boards, website updates, donor of the month, and banner recognition program.

9.Assist in the coordination of special events as requested and ensure that necessary arrangements have been made prior to events and meetings.

10.Safeguard the confidentiality of information received.

11.Develop and maintain efficient and organized files (electronic and hardcopy) for the center as required.

12.Provide organizational support for project deadlines.

13.For the Center Leadership Team:

  • Working in a spirit of cooperation, lend team members support as needed.
  • Maintain positive, professional customer service and communication while screening phone calls and problem-solving routine issues.
  • Perform direct service hours at the Member Service desk to build relationships with staff and members. This requires knowledge of membership software Core.
  • Utilize software programs in the most efficient way to save the organization time and money.
  • Accurately maintain assigned committee rosters and volunteer time databases comprised of information on donors, prospects, community leaders and volunteers.
  • Compile presentations in PowerPoint as needed.

14. Perform other duties as assigned.


$16.02 - $20.03

How to Apply

Apply Online

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Resumes Accepted Until

June 15, 2021

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