Executive Administrative Assistant
Executive Administrative Assistant
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1 Vacancy
Job Description
Executive Administrative Assistant
Employment Type: Full-time
Location: Administrative Office
Status: Exempt/ Salaried
Compensation: starting salary of $55000/annually
Schedule: Varies
Why BGCWPA
For more than 135 years BGCWPA has served as a trailblazer in youth development committed to building great futures for thousands of young people across our region. As one of the largest out-of-school time providers in Allegheny and Somerset Counties we empower youth through innovative programs community partnerships and a relentless commitment to equity and inclusion.
We celebrate what makes people different. At BGCWPA were proud to be an equal opportunity workplace that intentionally hires trains and supports a team reflective of the many communities we serve. If youre inspired by service and social impacteven if you dont meet every requirementwe encourage you to apply. Boys & Girls Clubs of America that will give you the opportunity to :
- Do Meaningful mission-driven work
- Develop and grow for leadership opportunities
- To be a part of a supportive inclusive workplace culture
BGCWPA is committed to building a culturally diverse community. We believe in the power of diversity and inclusion in alignment with our DNA Code. We understand that every individual brings a unique set of skills and experiences. While our job description lists specific qualifications skills and competencies we also recognize that true potential can often transcend those lines. If youre enthusiastic about social impact and helping others succeed even if you dont meet every qualification we encourage you to apply.
What Youll Do
The Executive Administrative Assistant plays a vital role in ensuring the effective operation of BGCWPAs Administrative Office. This position supports organizational efficiency by managing day-to-day office functions responding to internal and external communications supporting Clubhouse operations and assisting with membership systems and scholarship processing.
This highly visible and collaborative role requires exceptional organization professionalism and customer service as the Executive Administrative Assistant is often the first point of contact for staff families and community partners.
Key Responsibilities
Office & Administrative Support
- Serve as the primary receptionist for the administrative officeanswering calls greeting visitors and receiving deliveries
- Monitor and respond to general organizational email accounts
- Maintain office cleanliness and manage ordering of supplies including food orders (Instacart teen snacks) for Clubhouses
- Track and communicate spending to the Finance Department for accurate program allocation
- Manage organizational filing systems and maintain internal records for incoming site enrollments for child files and staff files
- Assist administrative staff with scheduling and coordination for board meetings partnerships etc.
- Assist crafting thank you letters to funders individual donors and partners.
- Ensuring mail is sent out in a timely manner as well as organization and cleanliness of the mailroom area.
- Coordinate and place all Amazon orders on behalf of the organization in accordance with internal purchasing procedures
Program & Membership Coordination
- Support the implementation of new programs across Clubhouses using ACTIVE and Procare systems
- Maintain and track records related to scholarship discount and subsidy programs for Club memberships
- Respond to parent inquiries and enrollments in a timely professional manner
- Proactively communicate enrollment updates concerns and scholarship status to the Family Resource & Operations Manager.
- Ensure all sites have submitted monthly attendance reports and have reported any changes to the ELRC.
Customer Service & Relationship Management
- Provide timely friendly and solution-oriented communication to staff families and partners
- Represent BGCWPAs values of inclusivity professionalism and hospitality as the first face of the administrative office
- Build knowledge of all Clubhouse locations programming and procedures to support organizational operations
Compliance & Flexibility
- Maintain strict confidentiality regarding sensitive family and organizational information
- Complete and maintain a DHS-compliant child care file to support emergency staffing needs at Clubhouse sites
- Support sites with care and supervision during the summer months to help reduce child-to-staff ratios at Clubhouse fieldtrips activities etc.
- Be available for flexible assignments in support of site-level and organizational needs
Your Skills & Experience
Successful candidates will demonstrate:
- A passion for youth-serving work and strong alignment with BGCWPAs mission
- Exceptional organization attention to detail and ability to prioritize tasks
- Excellent written and verbal communication and professional demeanor
- Strong problem-solving time management and interpersonal skills
- Ability to respond to calls and emails within 24 hours
- High proficiency with Google Suite and comfort learning new systems (e.g. Procare ACTIVE)
Preferred Qualifications:
- Completed or working toward a degree in Business Administration Nonprofit Management Education Social Entrepreneurship or a related field
- Customer service and administrative experience in a fast-paced high-impact environment
- Flexibility and enthusiasm for both independent and team-based work
Physical Requirements:
- Ability to lift up to 50 lbs and navigate standard office and facility environments including stairs and close quarters
Certifications & Clearances
Required upon hire or within six (6) months:
- CPR & Pediatric First Aid
- Child Abuse Criminal History FBI Clearance NSOR Certificate PA Disclosure Mandated Reporter Certification
- PA Staff Health Assessment and TB Test
Helpful links for completing clearances and documentation:
- NSOR: Link
- Child Abuse: Link
- Criminal History: Link
- FBI Fingerprinting: Link
- Mandated Reporter Training: Link
- Disclosure Statement: Link
- Health Assessment Form: Link
Equal Opportunity Employer Statement
BGCWPA is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees youth and families. Discrimination or harassment of any kind is not tolerated.
Ready to support a mission that matters
Join BGCWPA as our next Executive Administrative Assistant and help power the movement to build great futures.
Required Experience:
Senior IC
Employment Type
Full-Time
