Do you want to work for a mission-driven organization dedicated to ensuring that all young people in Boston can realize their full potential? Would you like to learn about youth development from Boston’s top leadership? Boys & Girls Clubs of Boston seeks a committed professional to join our team. This is a tremendous opportunity for a detailed-oriented individual with strong initiative to learn the ins and outs of youth development and non-profit administration in a dynamic, established, and growing organization. You will gain the skills needed to launch a career while improving the lives of Boston’s young people.

POSITION SUMMARY:

The Executive & Development Coordinator is responsible for exercising independent judgment and considerable initiative to provide a wide range of support and project coordination for the Nicholas President and CEO, Executive Vice President of Development & Marketing, and Senior Director of Planned Giving and Donor Relations. Core responsibilities include administrative functions, special projects, calendar coordination, and assistance with Board activities and communication. The ideal candidate will have strong computer and research skills, flexibility, excellent interpersonal skills, experience with project coordination and the ability to work well with all levels of internal management and staff, as well as Board leadership, program partners, and vendors. This position requires continual attention to detail, establishing priorities, and meeting deadlines.

Required Skills

ESSENTIAL DUTIES AND RESPONSIBILITIES:

SUPPORT FOR NICHOLAS PRESIDENT AND CEO (35%)

• Administrative management of the day-to-day activities of the office of the Nicholas President and CEO, including scheduling appointments and managing calendar, travel arrangements, internal and external communications from the President & CEO, maintenance and use of confidential files and information.

• Prepare written communication on behalf of the President and CEO, such as letters, announcements, meeting notes, follow-up communication, organizational emails, etc. Ensure internal review of materials as appropriate.

• Represent the President and CEO and BGCB with Board, volunteers, donors, etc. in support of the activities of the office, as directed.

• Schedule Zoom meetings or conference rooms, and assist with meeting set up as needed.

• Coordinate President and CEO’s meetings and follow-up steps. Record donor meetings, follow-up, and pertinent information in Raiser’s Edge database.

• Plan, direct, and execute special projects on behalf of the President and CEO as required.

• Assist in the preparation, revision, and maintenance of the President and CEO’s expense budget, as directed.

• Coordination of internal approvals and letter signing by the President and CEO.

• Identify process improvements to increase efficiency and better meet organizational needs

SUPPORT FOR EXECUTIVE VICE PRESIDENT, DEVELOPMENT & MARKETING (35%)

• Administrative management of the day-to-day activities of the Executive Vice President of Development & Marketing, including scheduling meetings and preparing related materials, managing calendar and appointments, preparing agendas, internal and external communications from the EVP, and maintenance and use of confidential files and information.
• Assist Executive Vice President of Development & Marketing with preparation of materials for Board presentations, committee meetings, and other special presentations, and assist with follow-up. Track activities and information in Raiser’s Edge database.
• Support Executive Vice President, Development & Marketing with donor outreach by preparing materials, updating donor information, adding notes, and tracking appointments in Raiser’s Edge database.
• Preparation of agendas for Development & Marketing Team meetings, and assist in the planning and execution of special events, such as Development events, staff events and other special events for the Executive Vice President, Development & Marketing.
• Plan, direct and execute special projects on behalf of the Executive Vice President of Development & Marketing as required.
• Schedule zoom calls or conference rooms, and assist with set up as needed.
• Track and manage the general Development expense budget, and coordinate finance approvals for Executive Vice President, Development.
• Coordination of material review and letter signing by the Executive Vice President of Development & Marketing. Including review acknowledgement letters for accuracy.
• Identify process improvements to increase efficiency and better meet organizational needs

 SUPPORT FOR SENIOR DIRECTOR OF PLANNED GIVING AND DONOR RELATIONS (30%)

• Coordinate Board relations, including preparation and distribution of reminders and advance materials, staffing, and logistics for Board of Director and Board of Trustee meetings. Provide follow-up by email, telephone, and in writing as necessary, and update Raiser’s Edge database.

• Coordinate meeting preparation, produces minutes, and manages follow-up for Governance Committee and Board Diversity Subcommittee, and others as needed. Including producing reports on Board activity and engagement, tracking and updating database with committee attendance and participation.

• Prepare and send Board Communications such as annual Board Survey and annual Disclosure requirements.

• Manages production of annual Board Committee Calendar; production of annual Board Manual with key contact information and the Board committee calendar; maintains electronic distribution lists for Board members and key committees.

• Provide Raiser’s Edge database entry support to Senior Director of Planned Giving and Donor Relations including committee meetings, donor meeting, events, and actions

• Other duties as assigned.

• Support the production of planned giving marking pieces, including writing and working with external vendor.

• Identify process improvements to increase efficiency and better meet organizational needs

GENERAL BGCB EXPECTATIONS:

• Healthy Behavior Modeling – Teaching youth/teens the importance of living an active, healthy lifestyle is a BGCB priority. As a result, all staff are expected to model healthy behavior while working with our members.
• Inclusive Environment – BGCB values creating child-friendly environments, where youth/teens of all abilities can be successful and participate. BGCB expects employees to embrace its focus on inclusion of all members, regardless of disability or developmental challenge.
• Continuous Learning – Building the capacity of staff is central to BGCB. The organization encourages and requires that all staff participate in annual professional development opportunities that continue to cultivate their skills in the youth development field.
• Safe Spaces – Every staff member shares the responsibility for ensuring BGCB is, and remains, an environment free of sexual, physical, or emotional abuse.

Required Experience

POSITION REQUIREMENTS (EDUCATION, EXPERIENCE, KNOWLEDGE, SKILLS, ABILITIES, WORK DEMANDS)

• Minimum 4 years experience working with a variety of audiences such as senior management, Board members, corporate executives, visitors, funders, vendors, and/or consultants.

• Bachelor’s degree in a related field preferred.

• Interest and commitment to BGCB mission.

• Excellent organizational, planning, implementation skills and follow-through skills; manage multiple tasks/projects simultaneously; attention to detail and problem solving skills, including the ability to solve practical day-to-day problems, use good judgment in dealing with multiple variables, and seek information through dialogue, questions, and research.

• High level of interpersonal skills to handle sensitive and confidential situations; ability to effectively interact with or present information and respond to questions from a wide variety of audiences; ability and comfort to work easily with volunteer leadership and all club constituencies.

• Strong communications and language skills with the ability to interpret instructions furnished in written, oral, or table format; ability to read, analyze, and interpret general business articles, policies and procedures, agency reports.

• Self-motivated with the ability to work independently and as part of a team, take initiative, and meet deadlines.

• Ability to work accurately and efficiently, and be adaptable to changing priorities in a fast-paced environment.

• MS Office (Word, Excel, PowerPoint) proficiency and web competency required; proficiency in Raiser’s Edge and desktop publishing software experience.

• Writing sample will be required.

• Must be able to work remotely effectively and have access to Wi-Fi.

• Must be able to travel between sites for meetings and events if required

• Flexibility and sense of humor.

• Some early mornings, evenings and weekends required.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

SUPPORT FOR NICHOLAS PRESIDENT AND CEO (35%)

• Administrative management of the day-to-day activities of the office of the Nicholas President and CEO, including scheduling appointments and managing calendar, travel arrangements, internal and external communications from the President & CEO, maintenance and use of confidential files and information.

• Prepare written communication on behalf of the President and CEO, such as letters, announcements, meeting notes, follow-up communication, organizational emails, etc. Ensure internal review of materials as appropriate.

• Represent the President and CEO and BGCB with Board, volunteers, donors, etc. in support of the activities of the office, as directed.

• Schedule Zoom meetings or conference rooms, and assist with meeting set up as needed.

• Coordinate President and CEO’s meetings and follow-up steps. Record donor meetings, follow-up, and pertinent information in Raiser’s Edge database.

• Plan, direct, and execute special projects on behalf of the President and CEO as required.

• Assist in the preparation, revision, and maintenance of the President and CEO’s expense budget, as directed.

• Coordination of internal approvals and letter signing by the President and CEO.

• Identify process improvements to increase efficiency and better meet organizational needs

SUPPORT FOR EXECUTIVE VICE PRESIDENT, DEVELOPMENT & MARKETING (35%)

• Administrative management of the day-to-day activities of the Executive Vice President of Development & Marketing, including scheduling meetings and preparing related materials, managing calendar and appointments, preparing agendas, internal and external communications from the EVP, and maintenance and use of confidential files and information.
• Assist Executive Vice President of Development & Marketing with preparation of materials for Board presentations, committee meetings, and other special presentations, and assist with follow-up. Track activities and information in Raiser’s Edge database.
• Support Executive Vice President, Development & Marketing with donor outreach by preparing materials, updating donor information, adding notes, and tracking appointments in Raiser’s Edge database.
• Preparation of agendas for Development & Marketing Team meetings, and assist in the planning and execution of special events, such as Development events, staff events and other special events for the Executive Vice President, Development & Marketing.
• Plan, direct and execute special projects on behalf of the Executive Vice President of Development & Marketing as required.
• Schedule zoom calls or conference rooms, and assist with set up as needed.
• Track and manage the general Development expense budget, and coordinate finance approvals for Executive Vice President, Development.
• Coordination of material review and letter signing by the Executive Vice President of Development & Marketing. Including review acknowledgement letters for accuracy.
• Identify process improvements to increase efficiency and better meet organizational needs

 SUPPORT FOR SENIOR DIRECTOR OF PLANNED GIVING AND DONOR RELATIONS (30%)

• Coordinate Board relations, including preparation and distribution of reminders and advance materials, staffing, and logistics for Board of Director and Board of Trustee meetings. Provide follow-up by email, telephone, and in writing as necessary, and update Raiser’s Edge database.

• Coordinate meeting preparation, produces minutes, and manages follow-up for Governance Committee and Board Diversity Subcommittee, and others as needed. Including producing reports on Board activity and engagement, tracking and updating database with committee attendance and participation.

• Prepare and send Board Communications such as annual Board Survey and annual Disclosure requirements.

• Manages production of annual Board Committee Calendar; production of annual Board Manual with key contact information and the Board committee calendar; maintains electronic distribution lists for Board members and key committees.

• Provide Raiser’s Edge database entry support to Senior Director of Planned Giving and Donor Relations including committee meetings, donor meeting, events, and actions

• Other duties as assigned.

• Support the production of planned giving marking pieces, including writing and working with external vendor.

• Identify process improvements to increase efficiency and better meet organizational needs

GENERAL BGCB EXPECTATIONS:

• Healthy Behavior Modeling – Teaching youth/teens the importance of living an active, healthy lifestyle is a BGCB priority. As a result, all staff are expected to model healthy behavior while working with our members.
• Inclusive Environment – BGCB values creating child-friendly environments, where youth/teens of all abilities can be successful and participate. BGCB expects employees to embrace its focus on inclusion of all members, regardless of disability or developmental challenge.
• Continuous Learning – Building the capacity of staff is central to BGCB. The organization encourages and requires that all staff participate in annual professional development opportunities that continue to cultivate their skills in the youth development field.
• Safe Spaces – Every staff member shares the responsibility for ensuring BGCB is, and remains, an environment free of sexual, physical, or emotional abuse.