BOYS & GIRLS CLUB OF LANIER is hiring: ADMINISTRATIVE ASSISTANT in Gainesville

Location: Boys & Girls Clubs of Lanier Administrative Office

**This is a Full-Time Position**

PRIMARY FUNCTION:

The Administrative Assistant reports directly to the Chief Executive Officer. The Administrative Assistant provides executive support in a one-on-one working relationship and serves as primary point of contact for internal and external constituencies on all matters pertaining to the office of the CEO. The Administrative Assistant to the CEO also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations.

KEY ROLES (Essential Job Responsibilities):

• Completes a broad variety of administrative task for the CEO including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; ensures the CEO schedule is followed and respected.
• Creates power point presentations with or for the CEO.
• Provides “gatekeeper” and “gateway” role creating win-win situations or direct access to the CEO’s time and office.
• Plans, coordinates, and ensures CEO schedule is followed and respected.
• Provides a bridge for smooth communication between the CEO’s office and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
• Works closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated.
• Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the CEO, some of which may have organizational impact.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the organization.
• Prioritizes conflicting needs; handles matter expeditiously and proactively.
• Updated binders and files in CEO office.
• Keeps documents for CEO such as LOA, agreements, MOU, and a list of deliverables for all grant related request.
• All other duties assigned.

Board Support and Liaison

• Serves as the administrative liaison to Board of Directors and Advisory Board of Directors.
• Assists board members with travel arrangements, lodging, and meal planning as needed.
• Maintains discretion and confidentiality in relationships with all board members.
• Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
• Schedules monthly Board meetings (virtual and/or face to face) ensuring all board packets are completed and board minutes are sent out 7 days in advance.
• Attend Board of Directors meetings and take minutes - and sets up virtual interface with virtual attendees.
• Collect board meeting reports from CEO’s direct reports on the senior leadership team.
• Ensures board contact list, organizational letterhead, organization directory are all updated.
• Ensure all boards information is proofed and accurate 7 days prior to meetings. Records advisory committees' annual background checks are updated, background check files, meeting minutes, spreadsheets, and ensures they are always active and do not expire.
• Ensure all volunteers' annual background information is done each year.

Communications, Partnerships, and Outreach

• Ensures the CEO bio is kept updated and responds to requests for materials regarding the CEO and the organization in general
• Edits and completes first drafts for written communications to external stake holders.
• Works with the Development Team/CDO to coordinate executive outreach activities.
• Edits all, and create acknowledgment letters when needed to donors.
• Proof all CEO documentation and responses to emails CEO assigns.
• All other duties related or assigned.

EDUCATIONAL QUALIFICATIONS AND SKILLS:

Education:

• Bachelor's degree from an accredited college or university required.

Experience:

• Strong Tenure: 5 to 10 years of experience supporting C- Level Executives; preferably in a nonprofit organization.
• Experience and interest in internal and external communications, partnership development, and fundraising.
• Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat and Social Media Web Platforms.
• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Extraordinarily strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donors
• Expert level written and verbal communication skills.
• Demonstrate proactive approaches to problem-solving with strong decision-making capability.
• Emotional maturity.
• Proven ability to handle confidential information with discretion, be able to adapt to various competing demands, and demonstrate the highest level of customer/client service and response.

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.