Address
Form of workThe YMCA of Metropolitan Chicago is one of the largest associations of YMCAs in the nation. Our mission is to strengthen community by connecting all people to their potential, purpose, and each other. This position and team play a vital role in our ability to execute our mission.
We are seeking a motivated and organized Assistant Office Manager to join our team and support the efficient operation of our office. The Assistant Office Manager will collaborate closely with the Office Manager to ensure the smooth functioning of daily operations and maintain a positive work environment. The ideal candidate will have excellent communication skills, strong attention to detail, and a proactive approach to problem-solving.
The salary for this position is $50,000.00 annually.
Our staff is the Y's greatest asset. Our teams provide valuable skills, knowledge, and passion that is essential to the contribution and positive impact in our communities, which is why we offer Y employees numerous perks and benefits, including:
- Comprehensive benefits package for eligible employees
- Opportunity for eligible employees to participate in the Y's retirement fund
- Be part of a team that is passionate about building and sustaining an inclusive and equitable environment for all staff, volunteers, and members
- Do meaningful work and contribute to the advancement of the YMCA vision by meeting the needs of the people in our communities
- Complimentary Adult YMCA membership and an employee discount on select programs
- Career advancement opportunities - grow your career at the Y!
Scope of Responsibilities:
Administrative Support:
- Assist in managing daily office activities, including answering phones, responding to emails, and handling correspondence
- Support the Office Manager in creating and maintaining organizational procedures, policies, and guidelines
- Coordinate and schedule meetings, appointments, and events, ensuring all arrangements are in place - Prepare and distribute internal communications, memos, and announcements
Facility Management:
- Collaborate with facilities and maintenance personnel to ensure the office environment is clean, safe, and well-maintained
- Coordinate office equipment and supply needs, ensuring inventory levels are adequate
- Address any technical issues related to office equipment, such as computers, printers, and telecommunication systems
Documentation and Records:
- Maintain and organize office records, documents, and files in both physical and electronic formats
- Ensure confidentiality and security of sensitive information and documents
- Assist in preparing and updating reports, presentations, and spreadsheets as required
Financial Support:
- Process invoices, purchase orders, and expense reports, ensuring accuracy and compliance with company policies
Customer Relations:
- Interact professionally with clients, visitors, and vendors, providing assistance and addressing inquiries as necessary
- Coordinate and manage the scheduling of office spaces for external guests, clients, and meetings
- Ensure that meeting rooms are properly set up and equipped for guest visits
- Provide assistance to guests, ensuring a positive and professional experience during their time in the office
Inventory Management:
- Maintain an accurate inventory of office supplies and materials.
- Place orders for office supplies as needed, ensuring availability and cost-effectiveness.
Front Desk Operations:
- Manage the front desk area, welcoming visitors, and directing them to the appropriate personnel.
- Handle incoming calls and route them to the appropriate individuals.
Mail Handling:
- Manage incoming and outgoing mail, packages, and deliveries.
- Distribute incoming mail to appropriate recipients and arrange outgoing shipments.
Problem Solving:
- Identify and address operational inefficiencies and suggest improvements.
- Assist in resolving day-to-day operational challenges and issues that arise.
Requirements:
- High school diploma or equivalent; bachelor's degree in business administration or related field is a plus
- Proven experience in administrative or office management roles
- Ability to work in a high paced environment
- Strong organizational skills, including the ability to set priorities, juggle multiple tasks, and organize time effectively
- Outstanding interpersonal skills, including the ability to work both in groups and individually to meet goals and to develop strong working relationships with internal staff and external constituents
- High degree of motivation and self-discipline with a strong work ethic.
- Anticipate needs and be proactive in order to resolve issues
- Excellent written and verbal communication abilities
- Demonstrates sound judgment and discretion in handling confidential information.
- Ability to work with integrity, discretion and a professional approach
- Commitment to providing high quality service through responsiveness to all requests and maintaining a professional demeanor at all times
- Knowledge of and demonstrated proficiency in the use of business software (Windows, Microsoft Word, Excel, PowerPoint and Google)
Child Abuse Prevention Support the YMCA's commitment to child abuse prevention by:
- Reporting any items that may provide a health or safety hazard to staff, members or guests to your supervisor.
- Following all policies and procedures related to keeping children safe in our facilities and programs, including those related to the monitoring and supervision of children - Reporting any suspicious behavior and violation of policy and procedures to your supervisor.
- Completing all child abuse prevention training, as required.
