Part-Time or Full-Time Development & Communications Administrative Assistant

Job DetailsJob Location: Bath YMCA - BATH, ME 04530Salary Range: $19.00 - $22.00 Hourly

POSITION SUMMARY:

This position supports the work of a multi-branch YMCA, a leading nonprofit committed to strengthening the Midcoast Maine community through youth development, healthy living, and social responsibility.

The Development & Communications Administrative Assistant plays a vital role in advancing the YMCA’s mission through administrative support, donor relations, fundraising, communications, and event coordination. This position helps drive fundraising success, promote the Y’s impact, strengthen community connections, and ensure the effective day-to-day operation of the Development & Communications function.

This position may be filled as either part-time (20–29 hours per week) or full-time (30–38 hours per week). The final schedule and scope of responsibilities will be determined based on organizational needs and the selected candidate’s experience, skills, and availability.

OUR CULTURE:

• Welcoming: Open to all and a place where you can belong and grow.
• Genuine: We value and embrace your individuality.
• Hopeful: We believe in your potential.
• Nurturing: We support you in reaching your full potential.
• Determined: We work relentlessly to make our community stronger—starting with you.

ESSENTIAL FUNCTIONS:

Fundraising & Development Support

• Support the execution of fundraising campaigns, including annual giving, special events, capital campaigns, and endowment appeals.
• Manage donor database activities, including processing gifts, generating acknowledgments, tracking pledges, maintaining records, and ensuring data accuracy.
• Coordinate donor communications, including direct mail and email campaigns.
• Conduct donor, sponsor, and prospective partner research.
• Assist with proposal writing, grant materials, and reporting for corporate and foundation support.
• Maintain donor confidentiality and data integrity.
• Assist with donor stewardship activities and communications.
• Support preparation of fundraising reports, lists, and materials as needed.

Events Management

• Assist with planning, coordinating, and executing a variety of internal and external events, including donor receptions, fundraising events, volunteer appreciation gatherings, and community outreach initiatives.
• Manage event logistics such as venue arrangements, catering, promotion, volunteer coordination, registration, and materials.
• Collaborate with cross-functional teams to ensure seamless event delivery.
• Track event participation and other metrics and assist with post-event reporting and donor stewardship.
• Provide on-site support for occasional evening and weekend events.

Communications & Marketing

• Assist in creating donor-focused newsletters, social media content, email communications, and promotional materials aligned with YMCA branding.
• Support content development and updates for the YMCA website, social media platforms, and email marketing.
• Assist with proofreading, editing, formatting, and distribution of communications materials.
• Coordinate with vendors and internal staff to produce and distribute communications effectively.
• Help ensure communications materials follow YMCA brand standards and organizational guidelines.

Administrative Support

• Manage calendars, meeting logistics, and travel for the Development Team.
• Provide general administrative support to the Chief Philanthropy Officer and development initiatives.
• Provide occasional administrative support to the CEO and Senior Leadership Team as needed.
• Prepare correspondence, documents, presentations, reports, and other materials as requested.
• Maintain organized electronic and physical files and records.
• Respond to donor and community inquiries with professionalism and warmth.
• Provide administrative support for meetings, board activities, committees, and other development-related initiatives as needed.

Team Collaboration

• Work independently and collaboratively with development, communications, executive, and other YMCA staff.
• Positively engage with volunteers, donors, board members, community partners, and members of the public.
• Maintain a professional, welcoming, and service-oriented approach in all interactions.
• Demonstrate flexibility and willingness to assist with a variety of projects and priorities as organizational needs evolve.

BENEFITS:

• Generous PTO Plan
• Health Insurance, STD, LTD, and Life Insurance (for full-time)
• Optional Dental and Vision
• Retirement Plan match when eligible
• Ability to enroll in the Y’s tax-deferred savings plan, the 403(b) Smart Account and/or Roth
• Y Membership for yourself and your immediate household
• Training and professional development opportunities
• Discounts on selected Y programs and services

YMCA COMPETENCIES (Organizational Leader):

• Values: Models and promotes YMCA core values.
• Philanthropy: Champions fundraising and donor engagement.
• Innovation: Brings creativity to problem solving and outreach.
• Decision Making: Uses sound judgment to support effective planning.
• Quality Results: Consistently meets goals and follows through.
• Functional Expertise: Demonstrates proficiency in database management, communications tools, and development processes.

QUALIFICATIONS:

• Bachelor’s degree in communications, nonprofit management, marketing, business administration, or a related field preferred.
• 3+ years preferred of experience in nonprofit fundraising, donor relations, communications, administrative support, event coordination, or a related field preferred.
• Exceptional organizational, communication, and project management skills.
• Strong attention to detail and commitment to accuracy.
• Proficiency in Microsoft Office; experience with CRM, email marketing, website, social media, and/or event management tools preferred.
• Ability to manage multiple priorities, meet deadlines, and work effectively in a fast-paced environment.
• Strong written and verbal communication skills.
• Ability to exercise discretion and maintain confidentiality when working with donor and organizational information.
• Ability to work independently while also functioning effectively as part of a collaborative team.
• Ability to relate to diverse populations and demonstrate a commitment to the YMCA’s mission and values.
• Ability to work flexible hours, including occasional evenings and weekends, as required for events and organizational activities.

WORK ENVIRONMENT & 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 this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Regular use of a computer and a phone/smart device.

Ability to sit, reach, and occasionally lift up to 10 pounds.

The noise level in the work environment is usually moderate.

Flexibility to work occasional evenings and weekends for events both on and off-site.