Executive Assistant / Office Manager

The Executive Assistant/Office Manager is responsible for providing comprehensive administrative support to the President/CEO and the COO. This position serves as the primary liaison between the President/CEO, the COO, and senior leadership and all staff, as well as external constituents. The Executive Assistant organizes and coordinates special projects, and manages the overall operations of the administrative office. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Essential Functions

• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the President/CEO and the COO, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising professional judgment at all times.
• Act as a liaison and provide support to the Board of Directors. Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials, prepare room and technology; order badges, name plates, plaques and frames for Board photos. Attend monthly YLC, Executive Board & Regular Board meetings, enter details into Boardable application. Maintain all Boardable documents, manage Boardable seats. Maintain all Board Member files.
• Maintain open communications with the administrative leadership, providing information and documents as needed. Coordinate all of the President/CEO’s and COO’s administrative/ leadership meetings and take minutes; assist with other staff meetings and events as needed.
• Provide sophisticated calendar management for the President/CEO and COO. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements. Work closely and effectively with the President/CEO and COO to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Screen President/CEO’s and COO’s incoming email and voice mail messages; respond on their behalf and/or escalate as appropriate.
• Complete a broad variety of administrative tasks for the President/CEO and COO including: compose and prepare correspondence; arrange complex and detailed travel plans, itineraries, and agendas; book conference travel and reservations; arrange all local hotel reservation requests; coordinate Senior Leadership meeting agendas; compile necessary documents for meetings; complete expense reports; design and produce complex documents, reports, and presentations; collect and prepare information for meetings with staff and outside parties; assist with special projects as assigned; compile and code the President/CEO’s and COO’s monthly credit card reports; process and distribute daily mail.
• Plan, coordinate and ensure the President/CEO's and COO’s schedules are followed and respected. Provide a bridge for smooth communication between the President/CEO, COO, Board, and all staff, and create win-win situations for direct access to the President/CEO's and COO’s time and office.
• Produce internal communications such as monthly note from the President/CEO to include club news, new sites, events, etc. Produce routine Prosper messaging and cascade relevant information from Senior Leadership.
• Manage all conference room reservation requests.
• Serve on the Culture Committee, assist with coordinating staff functions such as potlucks, lunches with leadership, holiday parties, etc.
• Coordinate the efficient operations of the Administrative office, including ordering supplies, staff snacks, stocking the Executive Boardroom, and organizing the supply room.
  
  

ALL BGCTM employees have the responsibility to help maintain the safety of our members and staff, and ensure an optimal Club experience for all.

Required Skills/Abilities

• Excellent written and verbal communication skills, able to communicate effectively with a diverse population, and represent BGCTM professionally to the community.
• Excellent organizational skills and attention to detail.
• Able to produce and provide reports in a timely manner.
• Excellent interpersonal skills with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy.
• Able to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
• Proficient with Microsoft Office Suite or similar software, able to type minimum of 50 words per minute.
• Comfortable learning/able to become proficient in new platforms or software as needed.
• Extensive knowledge of office administration, clerical procedures and recordkeeping systems.
  
  

Certifications/Associations

• After hire, will receive mandatory paid on-line and in-person training, including Safety Skills, CPR/First Aid, etc.
• After hire, will be registered with Boys and Girls Clubs of America.
  
  

Education/Experience Requirements

• High School Diploma or GED required; Bachelor’s degree strongly preferred.
• Minimum of three years of related experience strongly preferred.
  
  

Physical Requirements/Work Environment

• Must be able to perform duties which require walking, talking, hearing, standing, sitting, and/or bending for long periods of time. May occasionally be required to kneel, run and/or climb.
• Must be able to use hands and arms to enter data into the computer, use the telephone and other office equipment.
• Must be able to perform surface and deep cleaning, as needed.
• Must be able to lift, move manipulate and or hold objects up to 45 pounds. Objects that exceed the 45-pound weight limit require additional assistance when moving, lifting or manipulating.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.