Boys & Girls Clubs
Executive Assistant to Chief Executive Officer
Boys & Girls Clubs, Oklahoma City, Oklahoma, United States, 73116
POSITION DESCRIPTIONTITLE:
Executive AssistantREPORTS TO:
President/CEOWORK SCHEDULE:
Full-time, non-exempt; generally scheduled between 8:00a-5:00p Monday-Friday, occasional evening/weekend dutiesPRIMARY FUNCTION:Provides administrative support to the President & CEO of the Boys & Girls Clubs of Oklahoma County and support the overall efficiency of the day-to-day operations of the organization while always adhering to Boys & Girls Clubs core values.KEY ROLES (Essential Job Responsibilities):Efficiently manage and prioritize the President & CEOs appointments, travel and documents as needed.Screen and prioritize incoming communications ensuring timely responses and appropriate redirection.Coordinates with other departments to gather relevant information and utilizes available technology to keep staff informed of daily activities (tours, meetings, etc.)Draft and edit various reports, memos, email presentations and documents as needed.Maintains records, data bases and confidential files with accuracy and discretion.Screen and prioritize incoming communications, ensuring timely responses and appropriate redirection.Assist with special projects such as outcomes measurement and office tasks as needed or assigned.Manage and coordinate the preparation of Board of Directors meetings including notifications, agendas, and other supporting materials. Ensure monthly board packets are prepared and distributed in advance of each meeting.Coordinate all Board meetings: order and retrieval of catering, attendee management, materials preparation, room set-up, and technology set-up.Attends Board meetings and drafts minutes to be reviewed by the President & CEO, makes any updates to minutes and saves final draft for approval. Follows up with Board members, management and staff on any action items identified in board meeting.Ensures the timely distribution of Board reports and other supporting material to the Board such as forms and surveys, including annual board assessment, annual profile survey, exit surveys, etc.Updates contact information and maintains Board records and documentation such as (but not limited to) Board minutes, by-laws, financial operations manual, directory, and roster.Other related duties as directed and assigned by the President & CEOSKILLS/KNOWLEDGE REQUIRED:Bachelors Degree preferred2-5 years of prior Executive level (C-Suite) experienceProficient in all Microsoft OfficeDetail OrientedFlexible and adaptableExceptional written and verbal communication and organizational skillsAbsolute discretion with sensitive and confidential informationProactive and self-motivated person with a problem-solving mindsetAbility to professionally and warmly interact with high wealth individuals and senior level executivesSKILLS/KNOWLEDGE PREFERRED:Organizational/filingExcellent typing skillsPresentation PreparationBasic accounting or bookkeeping knowledge preferredPHYSICAL AND MENTAL REQUIREMENTS/WORK ENVIRONMENT:The job requires working, standing, bending, turning, reaching, talking, listening; works in a clean, well-lighted, heated and ventilated building. On occasion, must work outside.Demonstrated ability to maintain a high energy level, be comfortable performing multi-faceted projects in conjunction with day-to-day activities, and effectively communicate with a variety of audiences in various settings.DISCLAIMER:The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, or to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications and objectives required of employees assigned to this job.Job Type: Full-timeBenefits:401(k)Dental insuranceEmployee assistance programHealth insuranceLife insurancePaid time offVision insuranceSchedule:8 hour shiftDay shiftMonday to FridayExperience:Microsoft Excel: 3 years (Preferred)Microsoft PowerPoint: 3 years (Preferred)Ability to Commute:Oklahoma City, OK 73106 (Required)Ability to Relocate:Oklahoma City, OK 73106: Relocate before starting work (Required)Work Location: In person
Executive AssistantREPORTS TO:
President/CEOWORK SCHEDULE:
Full-time, non-exempt; generally scheduled between 8:00a-5:00p Monday-Friday, occasional evening/weekend dutiesPRIMARY FUNCTION:Provides administrative support to the President & CEO of the Boys & Girls Clubs of Oklahoma County and support the overall efficiency of the day-to-day operations of the organization while always adhering to Boys & Girls Clubs core values.KEY ROLES (Essential Job Responsibilities):Efficiently manage and prioritize the President & CEOs appointments, travel and documents as needed.Screen and prioritize incoming communications ensuring timely responses and appropriate redirection.Coordinates with other departments to gather relevant information and utilizes available technology to keep staff informed of daily activities (tours, meetings, etc.)Draft and edit various reports, memos, email presentations and documents as needed.Maintains records, data bases and confidential files with accuracy and discretion.Screen and prioritize incoming communications, ensuring timely responses and appropriate redirection.Assist with special projects such as outcomes measurement and office tasks as needed or assigned.Manage and coordinate the preparation of Board of Directors meetings including notifications, agendas, and other supporting materials. Ensure monthly board packets are prepared and distributed in advance of each meeting.Coordinate all Board meetings: order and retrieval of catering, attendee management, materials preparation, room set-up, and technology set-up.Attends Board meetings and drafts minutes to be reviewed by the President & CEO, makes any updates to minutes and saves final draft for approval. Follows up with Board members, management and staff on any action items identified in board meeting.Ensures the timely distribution of Board reports and other supporting material to the Board such as forms and surveys, including annual board assessment, annual profile survey, exit surveys, etc.Updates contact information and maintains Board records and documentation such as (but not limited to) Board minutes, by-laws, financial operations manual, directory, and roster.Other related duties as directed and assigned by the President & CEOSKILLS/KNOWLEDGE REQUIRED:Bachelors Degree preferred2-5 years of prior Executive level (C-Suite) experienceProficient in all Microsoft OfficeDetail OrientedFlexible and adaptableExceptional written and verbal communication and organizational skillsAbsolute discretion with sensitive and confidential informationProactive and self-motivated person with a problem-solving mindsetAbility to professionally and warmly interact with high wealth individuals and senior level executivesSKILLS/KNOWLEDGE PREFERRED:Organizational/filingExcellent typing skillsPresentation PreparationBasic accounting or bookkeeping knowledge preferredPHYSICAL AND MENTAL REQUIREMENTS/WORK ENVIRONMENT:The job requires working, standing, bending, turning, reaching, talking, listening; works in a clean, well-lighted, heated and ventilated building. On occasion, must work outside.Demonstrated ability to maintain a high energy level, be comfortable performing multi-faceted projects in conjunction with day-to-day activities, and effectively communicate with a variety of audiences in various settings.DISCLAIMER:The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, or to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications and objectives required of employees assigned to this job.Job Type: Full-timeBenefits:401(k)Dental insuranceEmployee assistance programHealth insuranceLife insurancePaid time offVision insuranceSchedule:8 hour shiftDay shiftMonday to FridayExperience:Microsoft Excel: 3 years (Preferred)Microsoft PowerPoint: 3 years (Preferred)Ability to Commute:Oklahoma City, OK 73106 (Required)Ability to Relocate:Oklahoma City, OK 73106: Relocate before starting work (Required)Work Location: In person