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Administrative Assistant

Administrative Assistant

YMCA Camp Tecumseh IncBrookston, IN, US
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Job Description

Job Description

Description :

The Administrative Assistant serves as the first point of contact for visitors and callers, ensuring a professional and welcoming presence at our front desk. This role handles a wide range of administrative responsibilities including answering phones, greeting guests, coordinating mailings, preparing for meetings, and running reports. In addition, the Administrative Assistant will provide support to the CEO and other senior leadership team members as needed. This is a full-time, on-site position that plays a vital role in keeping daily operations running smoothly.

Requirements :

The essential functions include, but are not limited to the following :

Front Office Support

o Answer and direct incoming phone calls in a courteous and professional manner

o Greet and welcome guests, ensuring a positive first impression

o Manage incoming and outgoing mail, packages, and deliveries

Administrative Support

o Assist the CEO and senior staff with scheduling, correspondence, hospitality arrangements, and other administrative tasks

o Prepare agendas, materials, and logistics for meetings

o Draft, proofread, and format documents, reports, and communications

o Maintain and update organizational files, databases, and records

Operations & Reporting

o Run reports and compile data as requested by leadership

o Assist with bulk mailings, newsletters, and other organizational communications

o Support special projects and initiatives as assigned

Supervisory Responsibilities

Not applicable to this role.

Qualifications & Skills Requirements

Required Education / License / Certifications

  • High School Diploma
  • Must be able to pass routine and regular criminal background checks as a requirement of continued employment
  • Must have a valid driver’s license and the ability to meet the minimum requirements set by the company insurance carrier at all times.

Preferred Experience

  • Previous experience as an administrative assistant, office coordinator, or similar role preferred
  • Experience with Microsoft Suite, Google Drive, running reports from information systems.

    • Requirements

  • Must be at least 18 years of age
  • Must be an individual with integrity, and the ability to look at the big picture of Camp Tecumseh’s mission. Must have a passion for working with youth
  • Must be an individual with a growth mindset and always learning mentality that is looking to improve and add to the existing culture of Camp Tecumseh
  • Must have excellent communication skills which includes speaking, reading, listening, and writing to collaborate with team members as well as external parties. Strong phone etiquette is required
  • Must be a dependable self-starter that meets strict timelines, has strong attention to detail, is results oriented and has excellent organizational skills
  • Must be someone who can communicate with those from all walks of life while having an engaging and dynamic manner about them that exudes a warm and friendly personality with empathy and compassion towards others
  • Must be able to maintain confidentiality in all aspects of their role and be trustworthy while handling finances
  • Must be confident in decision making skills and have the ability to handle difficult conversations
  • Must be flexible and adaptable in the presence of unforeseen circumstances with the ability to problem solve
  • Must be a quick learner and someone who has a positive attitude and a willingness to learn.
  • Must have knowledge of computers, Microsoft Office & Google suite skills, and email
  • Must be able to demonstrate capacity to work independently without close oversight, while also a team player who will productively engage with others at varying levels of seniority internally and externally
  • Must be willing to be trained to drive camp vehicles
  • Must be able (or willing to be trained) to operate a golf cart or LSV (low-speed vehicle) in accordance with safety laws around Camp Tecumseh property

    • Follow all rules and guidelines set forth in the Camp Tecumseh YMCA Staff Handbook

    Physical Demands and Work Environment

    The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

    Work Environment

  • This role uses standard office equipment such as computers, phones, photocopiers, filing cabinets, AV systems, etc.
  • May require occasional travel and driving onsite Camp Tecumseh
  • The noise level in the work environment is usually low to moderate
  • Must be comfortable working independently as a lone worker

    • Physical Demands

    The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job.

  • Must be able to lift, bend, twist, stoop, and have good hand dexterity
  • Ability to push and pull loads
  • Good physical health including ability to lift and carry objects up to 25 pounds
  • May be required to work more than an eight-hour day
  • Regular & prolonged computer use. Must be able to communicate via computer and phone / smart device
  • Must be able to remain in a stationary position for a long period of time when in office
  • Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust
  • While performing the duties of this job, the employee is regularly required to communicate and converse with employees, maintain a stationary position (standing and sitting), move / traverse, kneel, bend, and reach with hands and arms for extended periods of time.

    • Hazards

    The employee in this position may be exposed to certain hazards as part of the duties and responsibilities of the position such as animals, insects, poisonous plants, construction, heavy machinery and noisy environments, driving and working in adverse weather conditions, and the possibility of being a lone worker.

    Required PPE

    Camp Tecumseh will provide the required personal protective equipment (PPE) needed to mitigate or eliminate these hazards and all employees will be trained on the appropriate use of PPE.

    Position Type

    This is a full-time, year-round position. Days and hours of work are generally Monday through Friday, 9 : 00 a.m. to 5 : 00 p.m. but are flexible based on need. Evening, night, and weekend work may be required as duties demand.

    Note

    This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at-will” relationship. The job description is subject to change at any time.

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    Administrative Assistant • Brookston, IN, US