Administrative Assistant; Chief Advancement Officer and Chief Financial Officer

Administrative Assistant (Chief Advancement Officer and Chief Financial Officer)

Careers by E mpowering 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.

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…