Job Description
Job Description
Boys & Girls Club of Broward County
Job Description
Administrative Assistant
REPORTS TO: CO-CEO’s
GENERAL FUNCTION:
Provide high-level dependable administrative support to the CEO’s of this dynamic youth serving organization. The Administrative Assistant exhibits excellent time management and organizational skills, taking direction and prioritizing workload with strong attention to detail.
QUALIFICATIONS:
- Excellent computer, verbal and written communication skills including exceptional proofreading and strong creative writing skills.
- Utilize strong organizational skills in stressful, and at times challenging, deadline-oriented environments.
- Liaison between managers, staff, board members, consultants and high-profile community leaders
- Prepare Power Point/Canva presentations, spreadsheets, and meeting materials; emphasis on using tables, graphs, etc. to enhance visual appeal
- Organize and maintain confidential files for the Organization, recognizing and adhering to strict confidentiality rules
- Process documents for Finance and other departments as needed
- Enters departmental expenses and invoices for payment and submits to Finance
- Coordinate and maintain CEO’s calendar and travel itineraries
- Handle various conference duties including registration, fees, etc.
- Organize travel arrangements to include flights, hotels, with detailed itineraries, etc.
- Set up of food & beverage for various meetings
- Record minutes for Executive Committee, Corporate Board and other Committee Meetings
- Coordinate meeting notifications for all meetings
- Maintain electronic and hard copy files as directed by CEO’s
- Assume shared responsibility of general office maintenance as assigned
- Assist Receptionist and greet visitors as needed.
JOB REQUIREMENTS:
- Bachelor’s degree preferred but not required.
- Proven experience as an Assistant to a CEO, or comparable experience interacting with high level Executive leadership.
- Advanced Microsoft Office Suite skills, including Excel and Power Point/Canva
- Excellent technology skills
- Grammatical skills necessary for proofreading
- Excellent customer service skills and attention to detail
- Strong communication skills
- Ability to work productively with CEO’s and staff
- Ability to work extended hours, including early mornings and some evenings, possibly weekends/events
- Must pass Level Two FBI Background and Urinalysis Drug Testing
Environmental and Working Conditions: Majority of work will be conducted in an office setting; however, some time will be away from the office and in the Clubs or at event venues.
PHYSICAL AND MENTAL REQUIREMENTS:
The duties above indicate the essential functions of the job.
- Must demonstrate program and project management; budget planning and fiscal management; demonstrate high standards of ethics and integrity; strong verbal and written communication.
- Must be able to supervise and train staff in program planning, implementation and assessment.
- Position requires a high level of energy, endurance and patience; comfortable working with different personalities in both formal and informal environments;
- Comfortable performing multi-faceted projects in conjunction with day-to-day activities.
- Good reasoning abilities and sound judgment are required.
- Successfully communicate through speaking, writing and reading with comprehension. Manage multiple tasks with varying deadlines.
- Ability to address and de-escalate crisis is needed.
- Job is physically comfortable, with varying degrees of activity throughout the day
- Some local travel is required.
Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Position requirements include:
- Walking–during events and other activities, required to walk (for up to 4 hours) throughout venue as needed
- Talking – constantly required to express or exchange ideas by means of the spoken word
- Hearing – frequently required to work in a loud environment
- Sight – position requires both close and distance visual acuity for computer work and monitoring staff and volunteers
- Standing – occasionally required to stand for sustained periods of time (related to Club activities and Organizational events.)
- Sitting – occasionally required to sit for up to 2 hours
- Bending – occasionally required to bend (picking items up off the floor, assisting in set-up and break down of events)
- Use hands/fingers to handle or feel – occasionally required to type for extended periods of time (answering emails, writing reports, creating program documents, etc.)
- Lifting – occasionally required to lift/move items up to 40 pounds such as sports equipment, event materials, or office supplies may be required.
- Skills essential for successful communication include speaking and writing.
- Worker will be subject to both inside and outside environmental conditions.