Office Manager

Job Description

Job Description

Description:

Office Manager: Executive Assistant Candidates with Project Management Focus

· Organization: Capital Area YMCA

· Position Type: Full-Time (40 hours/week)

· FLSA Status: Non-Exempt / Hourly Note---we should discuss as aspects of this role can be considered as salaried staff exempt duties

· Reports To: Chief Executive Officer 

· Location: Ewing, NJ - Administrative Office starting in the Summer of 2026

Position Summary:

The Capital Area YMCA is seeking a highly organized, proactive, and detail-oriented Office Manager with skills to serve as an executive assistant with a strong focus on project management and program support. In this dual-function role, you will provide comprehensive administrative support to the Executive Leadership team while serving as the central coordinator for key organizational projects. 

This position is responsible for ensuring the smooth day-to-day operation of the Capital Area YMCA administrative office in Ewing, NJ, while supporting all our site locations, when needed based on programmatic goals. Providing high-level administrative and strategic support to senior leadership is key. This role requires strong tech savvy capabilities, creativity, organizational skills, discretion, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

As we celebrate 170 years of service, the ideal candidate thrives in a fast-paced environment, possesses excellent communication skills, and can seamlessly transition between managing executive calendars and driving cross-departmental projects to completion. A commitment to the YMCA’s core values of caring, honesty, respect, and responsibility is vital.

Essential Functions & Responsibilities:

Sample tasks may include, but not be limited to:

· Oversee daily office operations to ensure efficiency and professionalism

· Manage office supplies, inventory, and vendor relationships

· Coordinate office maintenance, equipment repairs, and facility services with the guidance of the COO, or as needed

· Develop and implement office policies, procedures, and best practices

· Monitor office budget, track expenses, and approve purchases as needed

· Support human resources and accounting related tasks

· Be hands on with the food access program and reporting needs, etc.

· Collaborate on program specific needs such as camp, site assistance, etc. under the guidance of program directors, with the understanding that Ewing programs and Lawrence programs will be expanding 

· Provide research and remain up to date on mission related issues, especially those around youth development and health equity

· Coordinate meetings, events, and internal communications

· Help ensure compliance with health, safety, and company policies

· Provide direct administrative support to executives (calendar management, scheduling, prioritization)

· Prepare correspondence, reports, presentations, and confidential documents

· Manage executive travel arrangements, itineraries, and expense reports

· Act as a liaison between executives and internal/external stakeholders

· Screen calls, emails, and inquiries with professionalism and discretion and guide the public to the best internal point of contact when needed

· Anticipate senior leadership needs and proactively resolve issues

· Support strategic initiatives and special projects

Project Management & Coordination (50%)

Project Tracking: Act as the central hub for executive-sponsored initiatives. Create, maintain, and monitor project plans, schedules, and deliverables using project management and status tracking tools (e.g., Asana, Smartsheet, Monday.com, or Trello---(note: we should discuss these platforms that I suggest we implement on a trial basis to help coordinate organizational management and project flow).

Cross-Functional Liaison: Coordinate tasks across multiple departments (youth programs, aquatics, fitness, dance, food access, camps, operations, administration, etc.) to ensure project milestones are met on time.

Reporting: Prepare weekly/monthly project status reports for the Executive Leadership team, highlighting roadblocks, budgetary updates, and next steps. Also be available and knowledgeable about needed program reporting such as food access needs, related Microsoft tracking mechanisms, formatting such reports, calculations, etc.

Meeting Facilitation: Organize and moderate project kick-off meetings and regular check-ins. Draft and distribute clear agendas and actionable meeting minutes.

Process Improvement: Identify bottlenecks in current administrative or project workflows and propose efficient, scalable solutions.

Executive Support & Administration (50%)

Calendar Management: Proactively manage complex calendars for the Executive Leadership team, if needed, balancing internal meetings, external community events, and dedicated project work time.

Communications: Draft, edit, and proofread internal and external correspondence, board reports, and presentations on behalf of the executives. Be hands on with event planning, program assistance, office management, strategic planning, systems upgrades, file management, internal and external outreach, etc.

Gatekeeping: Serve as the primary point of contact for internal and external stakeholders, filtering inquiries and routing them appropriately to maximize executive efficiency. Serve as the reception area front desk greeter and maintain a clean, welcoming and informative environment for visitors, staff from other sites, etc.

Logistics & Expense Management: Coordinate travel arrangements, event registrations, and venue bookings. Process executive expense reports, track departmental credit card usage, and ensure accurate hourly timekeeping.

Record Keeping: Maintain organized and secure digital and physical files for confidential executive and board matters. Integrate sound cybersecurity protocols re: data sensitivity and storage integrity. Assist with any needed incident reporting tracking and follow-ups linked to licensing, compliance, insurance, contracts, etc., with the support of the leadership team and program directors.

Requirements:

Qualifications & Requirements

Experience: Minimum of 3–5 years of experience in an executive administrative role, with at least 1–2 years featuring dedicated project management responsibilities. Non-profit or YMCA experience is highly preferred.Technical Proficiency: Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint, SharePoint) and Google Workspace. Proven experience using project management software. Database skills a plus.

Skills: Exceptional time-management and organizational abilities. Strong written and verbal communication skills with an aptitude for summarizing complex information. Ability to maneuver AV equipment, Zoom/Teams virtual meeting set up and breakout rooms, etc. Attributes: High emotional intelligence, discretion with confidential information, and a passion for community building and the YMCA's mission. Extremely strong interpersonal skills and ability to read the room. The skills below are desired:

• Excellent organizational and time-management skills
• Exceptional written and verbal communication abilities
• High level of professionalism and confidentiality
• Ability to multitask and prioritize effectively under pressure
• Strong problem-solving and decision-making skills
• Strong emotional intelligence and maturity
• Attention to detail· Leadership and coordination· Discretion and integrity· Adaptability and flexibility· Interpersonal and relationship management skills· Initiative and proactive and growth mindset

Education: Associate’s or bachelor’s degree in business administration, communications, non-profit management, social work, or a related field (or equivalent combination of education and experience).Work Environment & Physical Demands: Standard office environment with occasional local travel within the Capital Area to various YMCA branches or community events. Ability to sit or stand for extended periods and utilize computer equipment. Occasional lifting of light office supplies or event materials (up to 25 lbs.) As a visible ambassador for the Capital Area YMCA the role often represents the organization to families, campers, students, and community partners, serving as a primary point of connection between our Y and the broader community. The Office Manager supports program staff, fosters a culture of excellence and collaboration, and helps ensures all community programs meet or exceed YMCA mission standards, applicable state and county regulations, Association and accreditation standards, and the overall best interests of the Capital Area YMCA by being a dedicated and focused member of the team and partnering around our administrative needs.