Executive Assistant Job at Boys & Girls Clubs of the Coastal Plain in Winter

Benefits:

• Competitive Pay
• 403(b)
• Dental insurance
• Health insurance
• Opportunity for advancement
• Paid time off
• Parental leave
• Vision insurance
• Wellness resources

OVERVIEW

The Executive Assistant supports the Chief Executive Officer (CEO) internally and externally and acts as a liaison between the CEO, Board of Directors, key executives, and employees. The Executive Assistant will provide high-level administrative support by conducting research, preparing data and presentations, handling information requests, and performing clerical functions such as preparing correspondence, arranging conference calls and scheduling meetings.

The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability 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.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Executive Support and Communication: Provide comprehensive support to the CEO, ensuring smooth communication between the CEO's office and internal departments, as well as assisting with internal and external communications, including confidential matters.
• Newsletter Organization and Distribution: Collaborate with departments to gather content, draft, and edit the organization's monthly newsletter, ensuring timely distribution to stakeholders and consistent branding.
• Calendar and Commitment Management: Manage the CEO's calendar and Outlook inbox, prioritize inquiries, troubleshoot conflicts, and ensure the CEO is well-prepared for upcoming commitments and responsibilities.
• Board and Committee Coordination: Liaise with Board and Committee members, schedule and organize board meetings, prepare materials, set agendas, and provide on-site or remote support for meeting execution.
• Document Preparation and Editing: Draft, edit, and prepare correspondence, presentations, reports, and memos, communicating professionally on behalf of the CEO with Board members, donors, staff, and other stakeholders.
• Meeting Minutes and Follow-up: Attend executive meetings, document key discussions and decisions, prepare and distribute meeting minutes, and follow up on action items.
• Issue and Project Management: Research, prioritize, and follow up on issues addressed to the CEO, and manage special projects, ensuring timely execution, often under tight deadlines.
• Office Management: Oversee office tasks such as assisting with collecting and opening mail, processing checks and donations, and ensuring proper tracking and timely deposit of contributions. Maintain an organized and efficient office environment by managing supplies, placing orders, reconciling purchases, and ensuring a clean workspace.
• Technology and Systems Expertise: Utilize Microsoft Suite (Outlook, Excel, Word, OneNote, etc.) to complete tasks with a high degree of accuracy, while maintaining electronic and paper filing systems for easy access to important documents. Organize and support virtual and in person meetings hosted by any member of the executive team.
• Confidentiality and Professionalism: Uphold a high level of confidentiality, discretion, and professionalism in handling sensitive information, correspondence, and relationships with stakeholders.
• Relationship Building: Build and maintain strong relationships with senior management and key stakeholders, providing leadership on special projects and contributing to the organizations overall success.

MINIMUM QUALIFICATIONS

• High School Diploma or GED equivalent.
• At least 2 years of professional experience working with C-Suite Executives and Board of Trustees.
• Ability to uphold a high level of confidentiality and ethics.
• Experience and proficiency in recording and drafting minutes.
• Proficient in Microsoft Office Outlook, Word, Excel, and PowerPoint, Adobe Acrobat and social media platforms.

PREFERRED QUALIFICATIONS

Education:

• Bachelors degree in business, communication or another related field preferred.

Skills:

• High degree of confidentiality, professionalism, organization and attention to detail, including verbal and written communications.
• Ability to adapt to evolving needs and accommodate last-minute changes Non-profit industry experience and familiarity with the mission of Boys & Girls Clubs strongly preferred.
• Strong project management and organizational skills, excellent written and verbal communication skills and be a team player. Ability to work independently on assignments, from conception to completion.
• Proficient in Microsoft Office Outlook, Word, Excel, and PowerPoint, Adobe Acrobat and social media platforms.
• Strong problem solving skills.
• Flexibility with work schedule to accommodate taking Minutes at Board Meetings or assistance at special events.
• Ability to establish and maintain effective working relationships with Club staff, Board members, volunteers, community groups and other related agencies.