PRIMARY FUNCTION

The Senior Administrative Assistant will provide essential support to the CEO and COO of the Boys & Girls Clubs of the Coastal Plain, as well as coordinate the corporate board meetings and assist with operational tasks. They will be responsible for managing email, calendar, travel, and meeting arrangements, drafting agendas, memos, letters, and reports, liaising with donors, staff, and board members and maintaining accurate records and files. They will also create a monthly internal newsletter and perform other duties as assigned by the CEO.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Leadership Supporting Roles and Responsibilities

· Review and respond to email using Outlook on behalf of the CEO.

· Schedule appointments and meetings using Outlook calendar for the CEO and COO.

· Draft agenda for CEO, staff and team meetings.

· Coordinate calendars among senior managers and the CEO.

· Assist CEO in contacting and scheduling meetings with donors.

· Draft memos and other internal and external letters as needed for CEO.

· Answer phone for CEO.

· Schedule travel/training and accommodations for CEO.

· Assist CEO in the management of projects relating to the organization’s strategic plan.

· Assist CEO in personal task management and coordination of tasks assigned to key staff personnel by CEO.

Corporate Board Meetings

· Coordinate Corporate Board meeting schedule among staff and Board members.

· Draft written agendas for regular Board and committee meetings.

· Coordinate staff reports to be included in the Board meeting packet.

· Compile and disseminate packet materials for Corporate Board meetings.

· Attend Corporate Board meetings and create minutes.

· Maintain accurate attendance records for Corporate Board meetings.

· Order meals and supplies for Board meetings and CEO's staff meetings as needed.

· Update Board contact information, terms of service and key background and training requirements.

· Document management and filing of Board materials and correspondence with Board members.

Operational Assistance

· Answer primary phone for the administrative office . · Create monthly internal newsletter. · Compile and distribute monthly operations updates. · Compile and distribute annual School System Calendar. · Communicate Club closings and updates to parents via the OneCall system. · Manage the Team BGCCP organizational Calendar. · Order Meals and supplies for organizational events and meetings. · Perform office management duties (order supplies, light housekeeping, answer door, receive packages). · Onboarding of new staff and uniform management (name tags, business cards, shirts). · Assist with organizational projects as needed. · Work Order Coordination: Receive, prioritize, and dispatch work orders for IT, facilities, maintenance, and fleet operation tasks to the appropriate personnel or vendors.

EDUCATION/EXPERIENCE

Bachelor’s degree in related field or equivalent preferred. Experience in administration or office management. Proficient in MS Office (Outlook especially), Excel and Power Point.

SKILLS

Strong time management, problem solving and organizational skills as well as the ability to work independently and as part of a team. Positive attitude, professional demeanor and a commitment to the values and vision of Boys & Girls Clubs of the Coastal Plain.

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:

Minimal physical effort required to sit, stand, bend, stoop, lift and walk. Prolonged periods sitting at a desk and working on a computer. Must be able to lift up to 15 pounds at times. Average lift less than 25 lbs. Requires the ability to use a computer, various software and database programs, keyboard, calculator and typical office machines. Requires traveling by car to Club facilities and community sites for meetings.

DISCLAIMER: This is not necessarily an exhaustive list of all responsibilities, duties, skills, efforts, requirements or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned.