Executive Assistant

Description

TITLE: Executive Assistant

DEPARTMENT: Administrative

REPORTS TO: Special Assistant to the President

SALARY RANGE: $68,000-75,000 Exempt

PRIMARY FUNCTION:

The Executive Assistant (EA) will work under the direct supervision of the Special Assistant to the President and be part of a four-person executive team. The EA is responsible for managing the President’s calendar and emails and aiding with the management of the Board of Governors. The EA will have some office management responsibilities and will interface with all departments in the Administrative office. The EA will also provide direct administrative support to the Chief Operating Officer (COO), particularly calendaring, meeting prep, and follow up.

Requirements

KEY ROLES (ESSENTIAL JOB RESPONSIBILITIES):

• Schedule meetings and track appointments using Google Workspace.
• Manage the President’s email, flagging critical messages from key staff, Board Members, major donors, City Officials, and other constituents requiring prompt response.
• Coordinate conference registrations and travel arrangements for the President and the COO.
• Support the development of slide deck presentations for internal and external meetings.
• Prepare informational packets containing marketing materials, reports, and fact sheets.
• Maintain Board documents, including rosters, attendance trackers, email distribution lists, etc.
• Maintain staff resource documents, including staff rosters.
• Sort and distribute mail to the appropriate departments.
• Prepare a daily log of all donations and funds received (cash, check, credit card transactions, and ACH).
• Provide planning and logistical support at all-staff events and major fundraising events.
• Issue staff badges and facility keys to new employees; maintain a record of assets issued.
• Answer phone calls and respond to voice messages, directing inquiries and resources to other departments as needed.
• Maintain office management systems, such as supply inventory, storage organization, and shared kitchen cleaning tasks.

SKILLS/ KNOWLEDGE REQUIRED:

• Bachelor's degree from an accredited college or university, or equivalent work experience.
• Ability to maintain a high level of confidentiality.
• Strong attention to detail.
• Excellent verbal and written communication skills.
• Excellent interpersonal skills and patience.
• Ability to work in a fast-paced environment.
• Ability to organize for simplicity, efficiency, and clarity.
• Excellent time management skills, with the proven ability to manage multiple tasks and deadlines simultaneously.
• Strong technology skills, including proficiency in Google Workspace.

SKILLS/ KNOWLEDGE PREFERRED:

• Interest in nonprofit and youth development organizations.
• Three years of Executive Assistant Experience.
• Experience working in an administrative office environment.
• Ability to drive BGCSF vehicles.
• Competency in Microsoft Office applications, Adobe Acrobat, and Canva.

PHYSICAL REQUIREMENTS/ WORK ENVIRONMENT:

• Must be able to lift 25 lbs.
• Must be able to stand for at least 2 hours.
• Must be able to sit at computer workstation for long time periods

 Pay 

The wage range for this role takes into account the wide range of factors that are considered in making compensation decisions including but not limited to skill sets; experience and training; licensure and certifications; and other business and BGCSF needs. At BGCSF, our decisions are based on other factors and dependent on circumstances for each position. Depending on the need and requirement of the position, an individual could be hired at or near the entry level, mid-level, or top of the range for their role and compensation. As such, a reasonable estimate of the current annual range is $68,000-$ 75,000. 

DISCLAIMER: The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, nor to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications and objectives required of employees assigned to this job.