Executive Assistant

Job Title: Executive Assistant 

Department: Administration 

Reports To: President & CEO 

Salary: $40,000 - $50,000

Position: Non-Exempt 

The Boys & Girls Clubs of East Alabama’s vision is to provide a world-class Club Experience that assures success is within reach of every young person who walks through our doors, with all members on track to graduate from high school with a plan for the future, demonstrating good character and citizenship, and living a healthy lifestyle.

First and foremost, we're looking for someone who cares about making a difference in the lives of kids. The Executive Assistant position will serve as the "Chief of Staff" for the CEO at BGCEASTAL to support the CEO in executing the overall strategy of the organization and in day-to-day operation. At its core, this role is about #makingithappen. Whether it's helping the Executive team be more effective and efficient or executing on important special projects with no clear owner, you will always be seeking to help us deliver better results to our members.

The Executive Assistant position supports the President & CEO, the organization’s Executive Team & Board of Directors, is responsible for overall front office activities, including the reception area, mail, purchase requests, and arranging for internal/external meetings. In addition, the Executive Assistant will assist with various finance and human resource functions, such as, on-boarding, time and attendance validation, employee file maintenance (manual and web-based), and serve as the organizational contact for external accounting services.

The Executive Assistant is responsible for providing strong coordination and administrative support to ensure the smooth functioning of the department, having responsibility for assisting with key projects and providing day-to-day support on a broad spectrum of key initiatives.

DUTIES AND RESPONSIBILITIES

Provide Administrative Support to the CEO
• Manage and coordinate day-to-day support to the Vice President applying appropriate prioritization and skill.
• Coordinate and manage travel, hotel and transportation arrangements, schedules and all logistical requirements (domestic and international). Prepare preliminary itineraries for review and post final in Outlook. Provide timely air travel information to accounting for each trip and prepare post-travel expense reports.
• Provide daily telephone coverage routing messages appropriately and handling routine inquiries. In concert with the Executive Leadership team ensure appropriate follow-up of requests and inquiries are fulfilled.
• Compose or transcribe, edit, review and proofread written draft responses to correspondence or other documents to be sent under the signature of the CEO.
• In concert with the CEO manage communications across depts., local Clubs, and other external stakeholders.
• Organize and maintain the CEO’s electronic filing system, storing documents as required.
• Ensure mail is opened and date stamped in a timely manner, sorted and appropriately routed. Provide immediate attention and handling to urgent mail.
• Compile expense reports, track and maintain reimbursement of those expenses for the CEO. Receive, review, organize and track expense reports from direct reports of the CEO. Obtain appropriate signatures, notify direct report when forwarding to Accounting for payment.
• Organize participation in meetings and special events (i.e. conferences, annual safety symposium)

Manage Projects
• Create and maintain spreadsheets for data collected, composing any necessary reports as requested.
• Ensure critical deadlines are met and that project timetables are adhered to or adjusted as needed.

• Prepare presentations, gather and collate materials and ensure timely preparation and dissemination of information regarding a wide variety of on/off site meetings and special projects related to the meetings for the CEO.
• As directed by the CEO support the development of budgets and concept papers for funding proposals.
• Maintain partnerships with internal departments to help facilitate resources and information needed to complete projects in a timely manner.
• Create and maintain systems for short and long-term information storage and retrieval. (i.e. Key Performance Indicators, Standards of Organizational Effectiveness and Formula For Impact assessments).
• With direction from the CEO maintain a database of internal and external consultants.
• As directed by the CEO manage grants & dept. budgets. Forwarding to Accounting for payment. Ensure payment processing.
• Under the direction of the CEO manage the collection of data for risk assessments, safety audits, and training & resources on Child & Club Safety.
• Represent and ensure appropriate assistance to other departments as needed. Provide back up to phones, escorting guests, delivery of materials within building and other assistance that may be needed to promote the smooth functioning of the entire organization on behalf of the CEO. As needed, assist with projects.
• Spend a minimum of four hours per month working during active hours at a Club site, in coordination with Clubhouse Directors.
• Partner with executives and key stakeholders to connect work streams within the organization to develop and drive data-driven goals, track progress, and ensure prioritization and decision-making at all levels.

Support Business Operations of Service
• Assist other staff as requested.
• Demonstrate BGCA mission driven values of integrity, excellence and inclusion and integrate into work environment and ways of work.
• Adhere to organizational policies and procedures as described in BGCA’s Employee Handbook, Ethics Policy and elsewhere.

SUPERVISION EXERCISED
• No direct Reports. May monitor and coordinate the work of temporary employees and student interns

EDUCATION AND EXPERIENCE

• Associate’s degree or education/experience equivalency required
• Minimum of five years general administrative support/office support experience preferred; minimum of two years in direct support for a senior leader
• Advanced proficiency in Microsoft Word, Excel, PowerPoint, Access, Web page editing, and Outlook
• 50-60 words per minute typing with high degree of accuracy
• Operational knowledge of office equipment
• Proficient in drafting or transcribing, editing and proofreading documents

SKILLS

• Ability to handle sensitive and confidential subject matter
• Builds trust and rapport quickly
• Relates well to people of varying backgrounds
• Strong organization skills and ability to focus on multiple projects
• Shares information in an open and transparent fashion
• Is tactful and respectful
• Addresses conflicts constructively

ABILITIES

• Creates and communicates tactical objectives and action plans
• Monitors progress
• Holds self and others accountable for completing tasks on schedule
• Ability to carry out detailed and complex instructions; ability to interact with coworkers and public by telephone and in person as a member of a team to provide services to customers, both external and internal; ability to perform a variety of duties and to prioritize tasks to meet organizational needs.
• Ability to clearly and concisely exchange ideas, facts and/or technical information and guidance in person, by telephone, email, fax or correspondence.
• Physical requirements include: sight, hearing, sitting for four + hours a day, standing for one to two + hours a day, stooping; skills essential for successful communications include speaking, writing and reading comprehension.
• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Supervisory Responsibility
This position has no direct supervisory responsibilities, but does serve as a coach and mentor for other positions in the organization.

Work Environment
This job operates in a professional office environment and routinely uses standard office equipment such as computers, phones, photocopiers and fax machines.

Physical Demands
This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.