Executive Assistant
Executive Assistant
Posted on :
03-06-2025
Employer Active
1 Vacancy
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Hourly Salary
USD 20 - 23
Vacancy
1 Vacancy
Posted on :
03-06-2025
Job Description
Job Title: Executive Assistant.
Operating Unit: Central Office.
Reports to: President/CEO.
Weekly Hours: Hourly (40hrs/week).
Date: 04/29/2025 until hired.
Depending upon experience the pay will fall between $20-$23/hour.
Operating Unit: Central Office.
Reports to: President/CEO.
Weekly Hours: Hourly (40hrs/week).
Date: 04/29/2025 until hired.
Depending upon experience the pay will fall between $20-$23/hour.
Mission Statement: To inspire and enable all young people especially those who need us most to reach their full potential as productive caring responsible citizens.
Position Overview: The Executive Assistants primary role is to provide regular clerical and administrative support to the President/CEO and/or other administrative staff as necessary. Prepares correspondence reports maintains schedule and calendar answers telephones and maintains electronic & hard copy files.
To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed must be representative of the knowledge skills minimum education training licensure experience and/or ability required. Reasonable accommodations may be made to enable individual with disabilities to perform the essential functions.
Essential Duties and Responsibilities:
- Manage the President & CEOs calendar.
- Complete any requests for the President & CEO.
- Compile and complete the President & CEOs credit card reconciliations.
- Communicate and handle incoming and outgoing electronic communications on behalf of the organization.
- Perform regular administrative duties prepare correspondence and reports as requested and compose draft letters following established formats.
- Manage Board files.
- Prepare for Board meetings by reminding staff and Board members about upcoming meetings collect & organize department reports assemble Board books and transcribe Board minutes.
- Order/pick up food for meetings (Board & Staff)/catering when needed.
- Process check logs enter into Vision and send out Thank You letters within 48 hours.
- Answer phones-talking to parents & re-directing phone calls to the appropriate party promptly and efficiently.
- Manage Comcast Business accounts - change names on phone lines help with creating voicemail greetings change voicemail pins if staff need new pin add voicemail transcript to email features set up Be Anywhere function and send all phone calls from the business phone line to a personal cell phone while still displaying the business number on days where the office is closed (e.g. snow days).
- Manage/check general voicemail inbox.
- Take bank deposit(s) & process with digital check scanner.
- Pick up P.O. Box mail & deliver to Development Manager.
- Host and record virtual meetings on Zoom and provide technical support during the meetings.
- Greet & assist office guests.
- Order/monitor office supplies and inventory.
- Responsible for managing technology inventory of office equipment/supplies performing routine maintenance activities and contacting service representatives as needed (printers phone system postage master calendar etc).
- Maintain and update the Vision Supporter Donation System database.
- Support development with direct mailers fundraising events platforms creating images managing auctions by contacting previous donors and engaging new donors collect/pickup special event in-kind donations process track and documenting all in-kind donations in the donor database email all donors and supporters information about the auction and event contact all auction winners and organize auction purchase pickups.
- Assist development- pull data conduct research and build reports for grant applications and donor statistics.
- Prepare meeting agendas and minutes as necessary.
- Set up Staff Meetings.
- Set up All Hands Meetings every 6 weeks.
- Interact with staff (at all levels) in a fast-paced environment sometimes under pressure remaining flexible proactive resourceful and efficient with a high level of professionalism and confidentiality.
- Assist with managing email emailing parents for missing documents needed to complete registration add children to the In-Process spreadsheet processing requested documents to complete registration emailing parents when registration is compete make a copy of the USF give the original USF & enrollment letter to A/R distribute completed packets to appropriate Site Director.
- Help parents with registration when they come into the office.
- Collect and process supply requests from office staff & Club/Site directors to order the requested supplies once approved by President & CEO.
- Check and manage
- Collect department updates as needed.
- File and organize as needed.
- Other duties as needed or assigned.
Supervision Received:
- The Executive Assistant reports directly to & receives regular supervision from the President/CEO.
Supervision Exercised:
- The Executive Assistant does not oversee or supervise any other positions.
Qualifications:
- Strong work-ethic and a commitment to the mission and growth of the Boys & Girls Club of the Pikes Peak Region.
- High School diploma or equivalent.
- Knowledge using computer applications such as Microsoft Suites.
- Must submit to and pass a background check.
Skills:
- High ethical standards confidentially & professionalism.
- Strong written and verbal communication skills.
- Great administrative and organizational skills.
- Computer skills to include Microsoft Office Suites.
- Attention to detail.
- Time management skills.
- The ability to work independently and as part of a team.
- Interacts well with others.
- Ability to deal effectively with conflict.
- Adapts well to change and fast-paced environments.
Physical Demands and Work Environment:
Frequently required to sit walk stand hear talk see use hands reach and manipulate objects tools or controls. This position requires mobility. One must have reliable transportation and a valid drivers license. Duties involve moving boxes weighing up to 25 pounds on an occasional basis. Usual office working conditions with typical noise level in the work environment.
Benefits Offered:
Boys & Girls Club of the Pikes Peak Region offers medical dental and vision to new employees the first of the month following 60 days of employment. Our current coverage is with UnitedHealth Care.
The percentage the company contributes is tiered. Up to 3 years of employment the company pays 50% of medical dental and vision for the employee 3-5 years it increases to 75% and after 5 years it increases to 100%. Spouse and dependent medical dental and vision coverage is offered at the full expense of the employee.
We also offer life Short-Term Disability and Long-Term Disability paid for by BGCPPR at 100% for the employee only.
The organization also participates in a defined pension plan. This is a 401A employer contribution only. Normally eligibility begins after the first year of employment as long as 1000 hours has been met. Once eligibility has been met the Club currently pays 5% of your salary annually. In this plan we have a 2-6 year vesting schedule.
Additional benefits include 15 days of paid time off (PTO). This PTO accrues per pay period beginning at 90 days of employment. We have 10 traditional paid holidays beginning after 90 days of employment.
Benefits Offered:
Boys & Girls Club of the Pikes Peak Region offers medical dental and vision to new employees the first of the month following 60 days of employment. Our current coverage is with UnitedHealth Care.
The percentage the company contributes is tiered. Up to 3 years of employment the company pays 50% of medical dental and vision for the employee 3-5 years it increases to 75% and after 5 years it increases to 100%. Spouse and dependent medical dental and vision coverage is offered at the full expense of the employee.
We also offer life Short-Term Disability and Long-Term Disability paid for by BGCPPR at 100% for the employee only.
The organization also participates in a defined pension plan. This is a 401A employer contribution only. Normally eligibility begins after the first year of employment as long as 1000 hours has been met. Once eligibility has been met the Club currently pays 5% of your salary annually. In this plan we have a 2-6 year vesting schedule.
Additional benefits include 15 days of paid time off (PTO). This PTO accrues per pay period beginning at 90 days of employment. We have 10 traditional paid holidays beginning after 90 days of employment.
Employment Type
Full-Time
Key Skills
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