Administrative Assistant Part Time

Position Summary

The Administrative Assistant provides administrative and organizational support to the Executive Director and assists with the day-to-day operations of CYO Brooklyn & Queens. This position is responsible for helping manage communications, records, documentation, scheduling, data entry, and other administrative functions necessary to support the CYO Office. The Administrative Assistant will work closely with the Executive Director and CYO staff while regularly communicating with parishes, schools, volunteers, coaches, parents, and other CYO stakeholders.
Primary Responsibilities

• Provide day-to-day administrative support to the Executive Director.
• Assist with managing and organizing incoming emails, correspondence, requests, and follow-up items.
• Draft and prepare routine emails, notices, documents, forms, meeting materials, and other communications.
• Maintain organized electronic files, records, contact lists, and administrative documentation.
• Assist with data entry and record maintenance within CYO Connect and other CYO systems.
• Assist with athlete, coach, team, parish, and program records as directed.
• Respond to routine questions from parishes, coaches, parents, and other stakeholders and appropriately direct more complex matters to CYO staff.
• Assist with tracking registrations, forms, documentation, deadlines, payments, and other outstanding items.
• Prepare spreadsheets, reports, lists, and other administrative materials as needed.
• Assist with scheduling and coordinating meetings, including preparing materials and maintaining meeting records.
• Help maintain CYO calendars, deadlines, contact information, and organizational records.
• Assist with preparation and distribution of mass communications to CYO programs and participants.
• Provide administrative support for seasonal registration, playoffs, championships, meetings, and special events.
• Assist with general office organization and other administrative projects as assigned.
• Maintain confidentiality regarding organizational, personnel, participant, and other sensitive information.
• Perform other administrative duties as assigned by the Executive Director.

Qualifications

• Previous administrative, office, customer service, or organizational experience preferred.
• Strong organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple assignments and follow through on deadlines.
• Professional and courteous communication skills when interacting with staff, volunteers, parents, coaches, and parish representatives.
• Proficiency with Microsoft Office, Google Workspace, spreadsheets, email, and general office technology.
• Ability to learn and effectively utilize CYO Connect and other CYO systems.
• Ability to work independently, prioritize assignments, and maintain confidentiality.
• Familiarity with youth sports, Catholic organizations, nonprofit organizations, or athletics is preferred but not required.

Schedule & Work Requirements

This is a part-time, non-exempt position averaging approximately 15-19 hours per week. The regular schedule will be established in coordination with the Executive Director based on organizational needs. Some flexibility may be required during particularly busy periods of the CYO calendar, including weekends and evenings.