Job Title: Office Manager & Executive Assistant to CEO
Job Title: Office Manager & Executive Assistant to CEO
Employer Active
Job Alert
You will be updated with latest job alerts via email
Share
Job Alert
You will be updated with latest job alerts via email
Job Description
For Immediate Hire
Office Manager & Executive Assistant to CEO
Salaried Position: $56-70k Annually DOE
All potential candidates must respond with a resume and a customized cover letter. Applications without a cover letter will not be considered. Applications will be accepted until the position is filled. Interested candidates can apply to () or on our website: BROTHERS BIG SISTERS OF COLORADO MISSION
The mission of Big Brothers Big Sisters of Colorado (BBBSC) is to create and support mentoring relationships that ignite the power and promise of our youth. Our vision is for all youth to reach their potential. This is accomplished through partnering with youth mentees parents/guardians volunteers local communities and caring philanthropists. We are accountable for each child in our program achieving: higher aspirations greater confidence and better relationships increased sense of belonging and community/school engagement which contributes to improved mental health avoidance of risky behaviors and educational success.
Our values are: Belonging Resilience Accountability Vision and Empathy (BRAVE)
ABOUT BIG BROTHERS BIG SISTERS OF COLORADO
We are committed to ensuring that every employee has the resources support and opportunities they need to succeed excel in their role and make a lasting impact at BBBSC. Our organization is dedicated to fostering a safe and respectful environment where all individuals feel valued and empowered. We set clear expectations and provide the tools needed for every team member to contribute meaningfully to our shared mission. We strive to create a workplace where everyone feels a sense of value and is equipped to make a positive impact.
Job Summary- Office Manager & Executive Assistant to the CEO:
The Office Manager & Executive Assistant to the CEO is a highly skilled and experienced professional responsible for providing direct administrative and strategic support to the Chief Executive Officer and ensuring efficient day-to-day office operations for Big Brothers Big Sisters of Colorado (BBBSC). This role is essential in enabling executive productivity supporting the Board of Directors and ensuring a welcoming and functional office environment for all staff visitors and stakeholders.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Executive Assistant to the CEO (40%)
- Serve as the primary point of contact for all matters related to the CEO managing sensitive and confidential communication with discretion.
- Proactively manage the CEOs calendar including scheduling and prioritizing internal and external meetings and events.
- Oversee travel planning and logistics for the CEO and other staff including flights accommodations conference registrations and per Diem. Includes regular travel for the LAA Conference BBBSA National Conference and other engagements.
- Prepare and submit expense reports and reconcile CEO travel expenditures.
- Track and document CEO outreach advocacy fundraising and recognition efforts.
- Provide strategic support for presentations speaking engagements and internal initiatives.
- Assist with preparation and coordination of materials for internal meetings Board meetings and CEO-led initiatives.
- Collaborate with the Marketing Team to ensure branded materials and presentations are available and impactful.
- Coordinate logistics and communication for CEO-led events and appearances.
2. Board of Directors Administrative Management (10%)
- Serve as administrative liaison to the Board of Directors ensuring seamless communication and logistics.
- Schedule and support Board and executive and board development committee meetings including preparing agendas and meeting packets. This includes all communications and logistics for board meetings and scheduling and communications for these two committees.
- Manage board calendars track attendance and coordinate logistics for retreats meetings and recognition events.
- Facilitate the administrative functions of onboarding and offboarding Board members including background checks training and document collection.
- Maintain detailed and organized Board records including rosters charters meeting minutes accountability documents and committee memberships.
3. Office Management & Operations (50%)
- Oversee general office operations ensuring that systems supplies and space meet organizational needs.
- Manage procurement and inventory of office supplies business cards key cards and other operational tools including maintaining vendor relations creating an asset tagging system and clear lines of communication with company reps and portal access providing analysis of current contractual obligations and timelines; suggests or recommends options including maintaining current contract or changing vendor/contract.
- Serve as primary liaison for IT hardware software and system administration: coordinate hardware procurement maintenance repairs staff training new employee setup and create maintain and communicate IT Support processes and procedures monitor contractual agreements and work with finance to negotiate contract renewals.
- Manage the procurement process including vendor relationships and manage office service contracts in coordination with the VP of Finance & Operations.
- Monitor and respond to inquiries via general administrative email accounts and VOIP phone system.
- Maintain a welcoming safe and inclusive front office and common areas.
- Establish and maintain systems for office cleanliness safety organization and compliance.
- Collaborate on and implement operational policies and process improvements to drive efficiency and effectiveness.
- Oversee the agency self-assessment process.
QUALIFICATIONS
Education and Experience
- Bachelors degree in business administration Nonprofit Management Communications or a related field preferred. Equivalent combination of education and professional experience will be considered.
- Minimum of57 years of progressive experience in executive support office management or operationspreferably in a nonprofit education or mission-driven organization.
- Experience supporting C-suite executives and working closely with the Boards of Directors is strongly preferred.
- Prior experience managing vendor relations and office technology systems is highly valued.
Knowledge Skills and Abilities
- Exceptional organizational time management and multitasking skills.
- High level of professionalism and discretion in handling confidential information.
- Strong written and verbal communication skills.
- Excellent interpersonal skills with the ability to interact effectively with internal and external stakeholders.
- Tech-savvy with proficiency in Microsoft Office Suite Google Workspace Zoom ChatGPT Canva or other presentation software and general office software/systems.
- Ability to work independently and take initiative while also collaborating cross-functionally.
- Strategic and critical thinker with a strong process and continuous improvement mindset.
COMPENSATION
Our goal is to make all aspects of working with us transparent. That includes our offer process. When we have identified talent that is a good fit for BBBSC we work hard to present an equitable and fair offer. We look at your knowledge skills and experience along with your compensation expectations and align that with our company equity processes to determine our offer ranges.
We value and want to support our team members and are proud to offer a comprehensive compensation package that includes the following:
- The is a full time exempt salaried position listed with a range of $56-70k Annually DOE
- Excellent benefits including company paid medical dental vision for the employee.
- This is a Hybrid position with a minimum of 3 days onsite per work week required; remaining days remote-flexible based on team needs
- Many other work-life balance benefits.
PHYSICAL DEMANDS:
This position is regularly required to sit stand walk speak and hear. The position requires extensive computer use so the employee must have sufficient hand dexterity to use a computer keyboard and read a computer screen. Reasonable accommodation may be made to enable otherwise qualified individuals with disabilities to perform the essential functions.
LIMITATIONS AND DISCLAIMER:
This job announcement in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform other job-related duties requested by their supervisor in compliance with Federal and State Laws.
Requirements are representative of minimum levels of knowledge skills and/or abilities. To perform this job successfully the employee must possess the abilities or aptitudes to perform each duty proficiently.
Continued employment remains on an at-will basis.
Required Experience:
Manager
Employment Type
Full-Time
