Administrative Assistant (Chief Advancement Officer and Chief Financial Officer)

Careers by Empowering Futures, Building Communities

Imagine going to work each day knowing that your efforts positively impact individuals and communities. As a global movement and the nation’s leading nonprofit organization dedicated to strengthening communities through youth development, healthy living, and social responsibility, the YMCA of Greater San Francisco offers more than just a job—we offer a career with a future and the opportunity to make a lasting difference in your community. At the Y, you can uncover your passion and build a lifelong career addressing some of the nation’s most pressing social issues.

Our Organizational Culture  

At the YMCA of Greater San Francisco, we are committed to demonstrating values that aim to building strong communities where you can Be, Belong and Become. With Truth & Courage, we strive to understand and act on individual and societal truths. We ensure a safe and inclusive environment with Authenticity & Accessibility, allowing everyone to participate according to their needs. Our approach is Dependable & Creative, as we respond to community needs through strong partnerships. Above all, we embody Dignity & Empathy, treating everyone with respect and compassion, and recognizing the inherent dignity in all individuals. 

Position Summary 

The Administrative Assistant provides comprehensive administrative, operational, and project support to the Chief Advancement Officer (CAO) and the Chief Financial Officer (CFO). Responsibilities are divided between Mission Advancement and Finance/HR functions. This role ensures efficient workflow, strong internal coordination, and effective support for donor and board-related activities. The position requires strong organizational skills, discretion, and the ability to manage priorities across two executive leaders and their teams. 

Responsibilities (50% – Chief Advancement Officer Support) 

Executive Support & Administration

• Manage and prioritize the CAO’s calendar, including meeting scheduling, appointment coordination, and internal/external engagement planning.
• Prepare agendas, briefing materials, presentations, and meeting follow-up notes for the CAO.
• Process and track expense reports, receipts, reimbursements, and vendor invoices for the Mission Advancement team.
• Serve as a primary administrative contact for the CAO, donors, internal staff, and community partners.

Mission Advancement & Committee Support

• Provide administrative and logistical support for Mission Advancement subcommittees, including scheduling, preparing minutes, distributing materials, and maintaining records.
• Assist with donor stewardship activities, including preparing and sending gift acknowledgments, follow-up letters, and donor engagement materials.
• Support communications and coordination with Association Office board members involved in advancement initiatives.

Responsibilities (50% – Chief Financial Officer & HR Team Support)

Finance & HR Office Administration

• Support the CFO with calendar management, scheduling, and preparation of materials for internal meetings and cross-departmental projects.
• Assist with finance and HR administrative tasks, such as filing, digital recordkeeping, document formatting, and data entry.
• Process checks received from funders, members, donors, etc., make bank deposit, and update records

Operational & Organizational Support

• Manage general office tasks for the CFO/HR team, including scheduling team meetings, ordering supplies for AO and the Annex, preparing agendas, taking notes, processing invoices and ensuring timely follow-up on action items.
• Manage incoming and outgoing courier bags and mail, and coordinate with the courier service to resolve any delivery or service issues.
• Assist with compliance-related documentation and internal process tracking as needed.
• Provide support for special projects related to financial operations, HR initiatives, and organizational systems improvements.

Work Environment & Physical Demands 

This position operates in a professional office setting and occasionally at branch locations or community events. Requires frequent collaboration with staff, volunteers, and donors in person, via phone, and through digital platforms. Standard work hours apply, with occasional evenings or weekends for events or campaign activities. Ability to remain in a stationary position for extended periods while working at a computer. Occasional lifting of materials up to 20 pounds for events or campaign setup. Frequent movement between office and event locations; ability to travel locally between branches as needed.

Disclaimers 

• Must successfully complete a background screening, including criminal and employment verification. Some positions may also require a credit check. 

• All duties and responsibilities are essential job functions subject to reasonable accommodation. The YMCA of Greater San Francisco promotes an equal employment opportunity workplace, which includes reasonable accommodation for otherwise qualified disabled applicants and employees. Please contact your manager if you have any questions about this policy or these job duties. 

• This job description may not be all-inclusive, and employees are expected to perform other duties as assigned by management. Job descriptions and duties may be modified by management as needed. 

• Job offers are conditional and contingent upon background clearance. Pursuant to the San Francisco Fair Chance Ordinance and CA Fair Chance Act, we will consider qualified applicants with arrest and conviction records for employment. 

Salary Description 

The hourly wage for this Administrative Assistant position is $35.00 – $40.00 per hour, based on industry benchmarking, organizational compensation structures, and alignment with grant fund approvals. Final compensation will be determined by factors such as experience, qualifications, and available funding for the position.