Executive & Administrative Assistant (EAA) Job at Boys & Girls Club of H

Salary: $47,840 - $52,000/annually

Role: Executive & Administrative Assistant (EAA)

Reports to: President & CEO          

Location: Administration Office

Hours: Full time (40 hours/ week)

Normally Monday – Friday during normal business hours of 8:00 am to 5:00 pm.

Able to work flexible hours.  Position could be a flexible/hybrid position and would not require full-time days in the office. 

Status: Exempt

BGCH Benefits 

Discover why BGCH is the latest Best Place to Work in Hawaii: 

• Lots of opportunities to grow! 
• Community: work with inspiring and awesome co-workers. This is rated as the #1 reason BGCH employees love working at BGCH!
• Purpose: An opportunity to make the world a better place for those youth who need us the most!
• Paid Time Off and Birthday Holiday
• Up to 17 Paid Holidays a year!
• 100% employer-paid medical, dental, and vision insurance (over 20 hours). Discounts are offered for your family too (employee to pay).
• Pension with an 8% match of your salary (after working a designated number of hours).
• Employee Assistance Program
• Amazon Gift Card for your Anniversary! And a Starbucks Gift Card every year to buy a treat for your Birthday!

• Staff will receive 50% discounts for their children joining BGCH spring, fall and summer intersessions (breaks).

• BGCH Fun Days to be celebrated with your Club/department!
• BGCH is committed to Investing in Your professional Development!

 

About BGCH

The mission of Boys & Girls Clubs of Hawaii is to enable all young people, especially those who need us most, to reach their full potential as productive, caring, responsible citizens. The after-school hours have become a critical time for youth – a time when many children in our communities are left to fend for themselves without positive adult supervision. We provide a safe place filled with hope and opportunity, ongoing relationships with caring adult mentors, and enriching programs.

Overview of the role:
Under the direction of the Leadership Team, the Executive & Administrative Assistant (EAA) plays a critical role in the success of the organization. This individual must handle multiple demands, tasks and priorities with finesse and sound judgment. This position requires the ability to exercise independent judgment, handle confidential and private information and thrive in a fast-paced environment. The EAA must develop mutual trust and build a courteous, respectful and compassionate team environment with other staff members, organizational leaders and clients and enjoy working with deadlines.

 

Who you are:

• College degree preferred (Associate Degree or Bachelor Degree)
• 1 year direct experience assisting high-level executives, ideally in a fast-pace non-profit environment with boards and committees.
• Impeccable administrative skills – drafting correspondence, managing email, scheduling, record keeping, etc.
• Candidates with special event planning coordination/experience preferred.
• Candidates with experience working for more than one executive preferred.

• Strong writing skills that allow for drafting of materials tailored to a wide range of audiences;
• Excellent judgement, ability to adhere to confidentiality as needed, and strong emotional intelligence to facilitate relationship building with staff, senior management, the Board, BGCH donors and supporters, and allies.

• Experience working under pressure and managing multiple, competing tasks and priorities.
• Superior organizational skills and attention to detail.
• Ability to work collaboratively, exercising good judgment, decision-making and problem solving skills to achieve shared goals.
• High degree of personal and professional integrity and the ability to work with confidential information.
• Excellent writing, editing and formatting skills.
• Excellent interpersonal skills and a strong customer service orientation.
• High level of proficiency with Microsoft (Outlook, Word, Excel, PowerPoint, and SharePoint) and Adobe.
• Ability to anticipate executives and board members needs and communicate with others on behalf of the CEO and COO.
• Valid Hawaii Driver’s license in good standing.

What you’ll do:

 

• The Executive & Administrative Assistant (EAA) is an essential position that is responsible for anticipating and executing on the complex, dynamic needs of both the President & CEO (refer in this JD as CEO) and the Chief Operations Officer (COO).

• Helps to manage the CEO’s and COO’s calendar and workflow, tracking information in executive calendars and juggling competing priorities as necessary.

• Collaborate with the CEO and COO to ensure seamless coordination of Executive activities and other responsibilities that contribute to BGCH’s overall success.
• Helps to ensure timely follow up of executive communications
• The EAA attends corporate board and some committee meetings with the CEO and/or COO and is responsible for completing diverse administrative tasks, including but not limited to: schedules and arranges meetings, compiles and distributes materials, attends meetings, prepares and distributes meeting minutes, prepares agendas, and maintains corporate documents using a variety of communication methods including phone, text, emails and board management software

• Plans and oversees logistical arrangements for board and board committee meetings including space and facility needs, meals and refreshments, supplies and technology.

• Manage and coordinate end-to-end travel processes, including arranging strategic meetings, providing appropriate briefings, setting itineraries, and managing expenses for executive management and other staff as required.
• This individual must be committed to providing a positive experience for potential partners by being courteous and accommodating in person, over the phone and through written correspondence.

• Schedules internal and external meetings, provides relevant meeting materials and ensures appropriate follow up.
• Responsible for supporting executive management in coordinating and ensuring implementation of Board functions such as recruitment and orientation of new members, scheduling Board meetings and organizing special events.
• Supports comprehensive calendar management for the CEO and COO including scheduling, prioritization, organization and meeting coordination. Makes certain that processes are standardized to ensure that all who are involved in these activities are kept informed, that Outlook calendar invites are sent; RSVP lists are prepared and kept current; preparatory meetings are scheduled and checklists completed.
• Accurately prepares and submits timely expense reports for CEO and COO.  
• Coordinates meeting arrangements at hotels, offsite venues or restaurants.
• Supports communication between BGCH and outside vendors, board members, stakeholders, and partners as required.
• Ensures confidentiality of all corporate other sensitive information as appropriate.
• Provides support in an administrative capacity by ordering supplies, business cards, subscriptions and other needs of the administrative office.
• Works with IT Director to coordinate support, repairs & maintenance of office equipment.
• Acts as receptionist when in the administrative office to greet people in person and on the phone, receive mail and deliveries and route to appropriate staff, and acts as liaison to building management.
• Lead coordinator of keys, fobs and outside storages for admin office.
• Other duties as assigned.

 

Physical and Mental Requirements/Work Environment:

• This position requires extended talking, writing, reading, listening, sitting, walking, and standing; computer viewing, and keyboard entry. Regularly lifting up to 20 pounds.
• Some lifting, carrying, pushing and/or pulling, stooping/kneeling, reaching with hands and arms, and finger dexterity.
• Ability to think strategically and ability to sit for more than four hours per day and standing for one to two or more hours a day,
• Ability to work for prolonged periods of time at high levels of activity, managing multiple tasks with varying deadlines.

 

 

BGCH Values

To be a Part of BGCH culture, employees must be able to embrace and embody the following key values:

• Kindness and Aloha,
• Integrity and Trust,
• Highest Potential,
• Diversity, Equity, and Inclusion
• Growth Mindset. 

1. You approach obstacles and challenges with Kindness and Aloha; this includes being patient and positive when working with others.
2. You make decisions and choices with Integrity in everything that you do (especially when no one is looking).
3. You work towards your own and your members’ Highest Potential at work. This includes working with your supervisor and coworkers in a collaborative and constructive way.
4. A culture of Diversity, Equity, and Inclusion, is everyone's kuleana (responsibility). In a diverse, equitable, and inclusive culture, everyone can be themselves and experience the full richness of the organization as no one feels the need to suppress who they are.
5. A Growth Mindset means embracing a mindset that encompasses innovation, creativity, learning, collaboration, and being open to new, uncomfortable ideas and opinions different than your own, if it means doing things more efficiently or better.

 

Your application

We’re excited to hear from you! Fill out the application and upload your resume. We would love to hear how you would be a great fit for the BGCH Team. 

 

Equal Employment Opportunity

Equal Employment Opportunity is at the foundation of the Boys & Girls Club of Hawaii philosophy and policies. While there are laws governing the treatment of applicants and employees, BGCH is fully committed to following Equal Employment Opportunity because it is the right thing to do.

It is BGCH’s policy to employ qualified people without regard to race, color, religion, sex, including gender identity or expression, age, ancestry, national origin, citizenship, marital status, civil union status, disability, genetic information, sexual orientation, arrest or court record, credit history, veteran’s status, reproductive health decision, domestic violence, sexual violence or stalking victim status, reproductive health decision, or any other characteristic protected under federal or state law. This policy applies to all aspects of employment including but not limited to, recruitment, hiring, placement, training, promotion, compensation, benefits, transfers, layoffs, recalls, leaves of absence, discipline, and termination.