Administrative Assistant

POSITION: Administrative Assistant

REPORTS TO: Executive Directors

PRIMARY FUNCTION:

The Administrative Assistant plays a vital role in supporting the efficient operation of our organization. This position requires a highly organized, detail-oriented, and proactive individual who can assist the Executive Directors in managing administrative tasks, communications, and project coordination to help further our mission.

KEY ROLES (Essential Job Responsibilities):

1.Administrative Support:

• Manage the Executive Director's calendar, schedule appointments, and coordinate meetings.

• Prepare and organize documents, reports, and presentations for internal and external stakeholders.

• Handle phone calls, emails, and other forms of communication on behalf of the Executive Director.

• Assist in maintaining organizational records and files.

2.Communication and Correspondence:

• Draft, proofread, and edit correspondence, memos, and reports.

• Facilitate communication between the Executive Director and staff, board members, donors, and partners.

• Respond to inquiries and requests in a timely and professional manner.

3.Project Coordination:

• Collaborate with program managers and staff to support the execution of afterschool programs and events.

• Assist in project planning, tracking progress, and meeting deadlines.

• Help with grant application processes, including research, writing, and submission.

4.Data Management:

• Maintain accurate and up-to-date databases of donors, volunteers, and stakeholders.

• Generate reports and analyze data as needed to support decision-making.

5.Community Outreach and Event Support:

• Assist in organizing and coordinating fundraising events, workshops, and community outreach activities.

• Handle logistics, invitations, registrations, and post event follow-up.

6.Other Duties as Necessary

QUALIFICATIONS: Expectations

• Must be at least 18 years of age and have valid identification

• Work experience with a Boys & Girls Club or other youth serving organization preferred.

• Must have reliable transportation, valid driver's license, and the ability to get to and from work at the scheduled times.

• The Club has a mandatory overtime policy when required. This could extend your workday and/or may require working on Saturdays as needed. You must be available for this type of work schedule.

• CPR Certification (Adult, Child, Infant preferred), or attend and successfully complete certification within first month of employment.

• Must pass a background check, TB and drug test.

Education/Skills

• Bachelor's degree in a relevant field or equivalent work experience.

• Strong organizational skills with a keen attention to detail.

• Excellent written and verbal communication skills.

• Proficiency in Microsoft Office Suite and other relevant software.

• Ability to handle confidential information with discretion.

• Strong interpersonal and teamwork skills.

• Previous experience in a nonprofit organization or administrative role is a plus.

Physical Requirements/Work Environment

• Maintain a high energy level and positive representation.

• Be comfortable performing multi-faceted projects in conjunction with day-to-day activities.

• Must be able to work in loud environments and communicate clearly.

• Stand for four plus hours per day.

• Stoop, bend, climb, and walk