Job Description
Job Title: Executive Assistant
Operating Unit: Central Office
Reports to: President/CEO
Weekly Hours: Hourly (40hrs/week)
Date: 10/18/2024 until hired
Depending upon experience the pay will fall between $20-$23/hour.
Mission Statement: To inspire and enable all young people, especially those who need us most, to reach their full potential as productive, caring, responsible citizens.
Position Overview: The Executive Assistant’s primary role is to provide regular clerical and administrative support to the President/CEO, and/or other administrative staff, as necessary. Prepares correspondence, reports, maintains schedule and calendar, answers telephones, and maintains electronic & hard copy files.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed must be representative of the knowledge, skills, minimum education, training, licensure, experience, and/or ability required. Reasonable accommodations may be made to enable individual with disabilities to perform the essential functions.
Essential Duties and Responsibilities:
- Manage the President & CEO’s calendar.
- Complete any requests for the President & CEO.
- Compile and complete the President & CEO’s credit card reconciliations.
- Communicate and handle incoming and outgoing electronic communications on behalf of the organization.
- Perform regular administrative duties, prepare correspondence and reports as requested, and compose draft letters following established formats.
- Manage Board files.
- Prepare for Board meetings by reminding staff and Board members about upcoming meetings, collect & organize department reports, assemble Board books, and transcribe Board minutes.
- Order/pick up food for meetings (Board & Staff)/catering when needed.
- Process check logs, enter into Vision, and send out “Thank You” letters within 48 hours.
- Answer phones-talking to parents & re-directing phone calls to the appropriate party promptly and efficiently.
- Manage Comcast Business accounts – change names on phone lines, help with creating voicemail greetings, change voicemail pins if staff need new pin, add voicemail transcript to email features, set up “Be Anywhere” function, and send all phone calls from the business phone line to a personal cell phone while still displaying the business number on days where the office is closed (e.g., snow days).
- Manage/check general voicemail inbox.
- Take bank deposit(s) & process with digital check scanner.
- Pick up P.O. Box mail & deliver to Development Manager.
- Host and record virtual meetings on Zoom and provide technical support during the meetings.
- Greet & assist office guests.
- Order/monitor office supplies and inventory.
- Responsible for managing technology, inventory of office equipment/supplies, performing routine maintenance activities, and contacting service representatives as needed (printers, phone system, postage, master calendar, etc).
- Maintain and update the Vision Supporter Donation System database.
- Support development with direct mailers, fundraising events, platforms, creating images, managing auctions by contacting previous donors and engaging new donors, collect/pickup special event in-kind donations, process, track, and documenting all in-kind donations in the donor database, email all donors and supporters information about the auction and event, contact all auction winners and organize auction purchase pickups.
- Assist development- pull data, conduct research, and build reports for grant applications and donor statistics.
- Prepare meeting agendas and minutes, as necessary.
- Set up Staff Meetings.
- Set up All Hands Meetings every 6 weeks.
- Interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality.
- Assist with managing registration@bgcppr.org email, emailing parents for missing documents needed to complete registration, add children to the In-Process spreadsheet, processing requested documents to complete registration, emailing parents when registration is compete, make a copy of the USF, give the original USF & enrollment letter to A/R, distribute completed packets to appropriate Site Director.
- Help parents with registration when they come into the office.
- Collect and process supply requests from office staff & Club/Site directors to order the requested supplies once approved by President & CEO.
- Check and manage info@bgcppr.org
- Collect department updates as needed.
- File and organize as needed.
- Other duties as needed or assigned.
Supervision Received:
The Executive Assistant reports directly to & receives regular supervision from the President/CEO.
Supervision Exercised:
The Executive Assistant does not oversee or supervise any other positions.
Qualifications:
- Strong work-ethic and a commitment to the mission and growth of the Boys & Girls Club of the Pikes Peak Region.
- High School diploma or equivalent.
- Knowledge using computer applications such as Microsoft Suites.
- Must submit to and pass a background check.
Skills:
- High ethical standards, confidentially, & professionalism.
- Strong written and verbal communication skills.
- Great administrative and organizational skills.
- Computer skills to include Microsoft Office Suites.
- Attention to detail.
- Time management skills.
- The ability to work independently and as part of a team.
- Interacts well with others.
- Ability to deal effectively with conflict.
- Adapts well to change and fast-paced environments.
Physical Demands and Work Environment:
Frequently required to sit, walk, stand, hear, talk, see, use hands, reach, and manipulate objects, tools or controls. This position requires mobility. One must have reliable transportation and a valid driver’s license. Duties involve moving boxes weighing up to 25 pounds on an occasional basis. Usual office working conditions with typical noise level in the work environment.
Benefits Offered: Boys & Girls Club of the Pikes Peak Region offers medical, dental, and vision to new employees the first of the month following 60 days of employment. Our current coverage is with UnitedHealth Care.
The percentage the company contributes is tiered. Up to 3 years of employment the company pays 50% of medical, dental, and vision for the employee, 3-5 years it increases to 75% and after 5 years it increases to 100%. Spouse and dependent medical, dental, and vision coverage is offered at the full expense of the employee.
We also offer life, Short-Term Disability, and Long-Term Disability paid for by BGCPPR at 100% for the employee only.
The organization also participates in a defined pension plan. This is a 401A employer contribution only. Normally, eligibility begins after the first year of employment as long as 1,000 hours has been met. Once eligibility has been met the Club currently pays 5% of your salary annually. In this plan we have a 2–6 year vesting schedule.
Additional benefits include 15 days of paid time off (PTO). This PTO accrues per pay period beginning at 90 days of employment. We have 10 traditional paid holidays beginning after 90 days of employment.
About Boys and Girls Club of the Pikes Peak Region: The Boys & Girls Club of the Pikes Peak Region has served the community since 1888 – 136 years. Our organization is also the oldest Club west of the Mississippi River and the eighth oldest Club of more than 4,300 worldwide. During our 136-year history, our organization has devoted itself to providing the youth of the Pikes Peak Region with a safe place to learn and grow. We operate two after school youth development programs and two before & after school child care programs in the Pikes Peak Region, serving approximately 1,400 youth with nationally acclaimed programming.
Job Tags
Hourly pay, Holiday work, Full time, Temporary work, Remote job, Worldwide, Flexible hours,