YMCA of Greater San Francisco · 18 hours ago
Administrative Assistant (Chief Advancement Officer and Chief Financial Officer)
San Francisco, CA
Full-time
Onsite
New Grad, Entry Level
$35/hr - $40/hrYMCA of Greater San Francisco is seeking an Administrative Assistant to provide comprehensive support to the Chief Advancement Officer and the Chief Financial Officer. The role involves managing calendars, preparing materials, and assisting with finance and HR administrative tasks to ensure efficient workflow and coordination.
Health Care
Responsibilities
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
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
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
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
Qualification
Required
Strong organizational skills
Discretion
Ability to manage priorities across two executive leaders and their teams
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
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
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
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
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
Must successfully complete a background screening, including criminal and employment verification
Job offers are conditional and contingent upon background clearance
Company
YMCA of Greater San Francisco
The YMCA of Greater San Francisco focuses on youth development, healthy living and social responsibility by enriching the lives of all people in spirit, mind and body.
Founded in 1853
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Jamie Bruning-Miles
President and CEO
Erin Clark
COO/SVP
Recent News
YMCA of San Francisco
2025-09-05
YMCA of San Francisco
2025-07-30
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