Conference Administrative Assistant (2026)

The Conference Administrative Assistant supports the mission-driven operations of the YMCA of the Rockies – Estes Park Center, a family and group conference and retreat destination serving over 150,000 guests annually. This position provides essential administrative and guest service support to the Conference Department, ensuring efficient coordination and exceptional hospitality for all conference groups. Responsibilities include managing phone and email communication, maintaining accurate data and records, preparing correspondence, and assisting with all aspects of conference logistics to create a welcoming and organized environment for guests and staff.

OUR CULTURE: 
We firmly believe in our mission of putting Christian principles into practice through programs, staff, and facilities in an environment that builds healthy spirit, mind, and body for all. YMCA of the Rockies staff are key players in helping cultivate an environment of healthy living, youth development, and community impact on our breathtaking properties outside Rocky Mountain National Park. This is a place where nature inspires and staff lead with heart. We are committed to being welcoming to all people and to making a difference in the lives of our members, guests, and staff. The work each staff member does matters. We count on our staff to provide extraordinary mission-based experiences for our guests and for each other.

• Provide professional office phone reception for the Conference Department, including radio communication with Group Leaders, Set-Up Team Members, and staff across departments.
• Process and respond to emails sent to the general Conference Department inbox in a timely and professional manner.
• Enter, update, and verify conference event details within the Maestro reservation system (training provided).
• Identify incomplete or inaccurate group event orders and assist Conference Coordinators in obtaining accurate information regarding meeting room set-ups, meals, and lodging accommodations.
• Develop positive, professional, and cooperative relationships with colleagues in all Estes Park Center departments.
• Promote a welcoming, solutions-oriented, and guest-focused environment at all times, reporting areas of concern to supervisors promptly.
• Collaborate with other EPC departments to ensure the specific needs of each group or family reunion are met.
• Maintain flexibility to work a varied schedule, including days, evenings, weekends, and holidays as needed.

REQUIREMENTS/QUALIFICATIONS:

• Associate’s Degree preferred, or a minimum of one (1) year of relevant administrative or hospitality experience.
• Exceptional guest service skills demonstrated through clear, professional, and friendly communication (both verbal and written).
• Proven ability to resolve guest concerns with professionalism and a focus on satisfaction and relationship building.
• Strong organizational skills with attention to detail and the ability to prioritize effectively in a dynamic, time-sensitive environment.
• Demonstrated leadership, accountability, and independence while maintaining a team-oriented mindset.
• Proficient computer skills and familiarity with basic office equipment (copiers, scanners, printers, etc.).

GENERAL YMCA OF THE ROCKIES REQUIREMENTS

• Uphold and reflect the YMCA core values of Caring, Honesty, Respect, Responsibility, and Faith in all functions
• Uphold the YMCA of the Rockies Mission, policies, and programs.
• Possess and demonstrate excellent customer service skills; for example, friendly, personable, helpful, patient, and professional.
• Support the YMCA of the Rockies safety program. Promote safe work practices and a safe environment for guests, members, and staff.
• Promote a cooperative, positive, and flexible atmosphere while working with others in a diverse community.
• Attend required abuse risk management training and report suspicious or inappropriate behaviors and policy violations.
• Commitment to diversity, equity, inclusion, and antiracism is required.
• Must meet acceptable criminal background check standards.
• All other duties as assigned.

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. 

• Primarily an office-based role within the Conference Department at Estes Park Center.
• Regular use of computers, phones, and office equipment.
• Frequent communication with guests and staff in person, over the phone, and via email or radio.
• May involve occasional walking or driving across campus to attend meetings or deliver materials.
• Must be able to remain in a stationary position for extended periods while performing administrative duties.
• Work schedule may include weekends, holidays, and flexible hours to accommodate guest and departmental needs.

ENVIRONMENTAL SUSTAINABILITY COLLABORATION:

Support organizational environmental sustainability goals through regular and effective collaboration and communication with sustainability leadership.

ADDITIONAL INFORMATION:
YMCA of the Rockies is a Praesidium-accredited organization. Our hiring process reflects the values and standards of Praesidium and other accredited organizations. For more information about Praesidium accreditation, please visit https://www.praesidiuminc.com/

Note: Employees are held accountable for all duties of this job.

This job description is not intended to be an exhaustive list of all duties, responsibilities,

or qualifications associated with the job.