Assistant to COO

Position Summary

The Assistant to the COO performs a wide variety of administrative tasks in support of Big Brothers Big Sisters of Rhode Island (BBBSRI). Emphasis is placed on cultivating a customer-focused image of BBBSRI, ensuring a positive inquiry experience, and maintaining the highest level of confidentiality at all times. This position is a full-time, in-person position with occasional opportunity to work from home.

Our Mission

Create and support one-to-one mentoring relationships that ignite the power and promise of youth.

Each employee of BBBSRI helps to extend the mission of the agency in particular ways as outlined in the position description. The essential functions of the position include, but are not limited to:

Essential Duties and Responsibilities

General Administrative Duties:

• Project a positive, enthusiastic image of BBBSRI in all interactions.
• Maintain the highest level of confidentiality at all times.
• Maintain a solid working knowledge of BBBSRI Mentoring Programs and Donation Center operations, to be prepared to address questions about the organization.
• Greet and escort building visitors at assigned locations, which may change periodically.
• Maintain public areas within the assigned office (conference room, training room, kitchen area), ensuring they remain neat and orderly and fully stocked.
• Regularly assess stock levels of office supplies and proactively inform the DC Office & Site Manager, Executive Assistant, and/or Marketing Department when specific supplies are low.
• Manage the monthly ordering process for office supplies, including general supplies, snacks, paper goods, and printing needs. Ensure items are distributed or put away in an organized fashion.
• Support the Executive Assistant (or assigned team member) in coordinating maintenance/repairs for all office equipment.
• Perform routine agency errands as needed.
• Manage COO’s credit card reconciliation.
• Arrange travel accommodations for staff as assigned and logistics as needed.
• Serve as primary general phone contact for the Mentoring Program and as backup for other departments as needed.
• Serve as the primary staff liaison for all organizations using BBBSRI’s Community Room.
• Serve as the expert on BBBSRI's Community Room Technology.
• Assist with general weekly mailings as well as with large mailings as needed for various departments.
• Complete meeting minutes for meetings as assigned.
• Receive, log-in, and distribute mail daily.

Program, Development, and Marketing Specific Administrative Duties:

• Assist with special initiatives or projects as assigned by the COO, which may involve research, analysis, and coordination with various agency departments (i.e. DC, Marketing, Development).
• Provide COO with important MatchForce and BBBSA updates as they are released.
• Maintain and input donor and gift data into Customer Relations Management System.
• Send Thank You letters to all donors.
• Other duties as assigned.
• Assist with the distribution of Match activity supplies.
• Assist with the distribution of marketing materials digitally, in-person, or via mailings.
• Serve as backup for other Administrative roles as needed.
• Assist with agency special events or fundraising events as needed.
• Other duties as assigned.

Education and Experience:

A minimum of a high school diploma or equivalent. Additional training/experience for office administrative assistant preferred. At least 1 year of experience in a busy office environment is required; knowledge/familiarity with business office equipment.

Knowledge, Skills and Competencies:

• Customer-focused—good rapport with donors, families, and potential volunteers. Must be able to excel in fast-paced environment.
• Requires demonstrated poise, tact, and diplomacy.
• Ability to maintain confidentiality in all aspects of the work environment.
• Good interpersonal and communication skills—verbal, written, and listening.
• Work well independently, as well as a member of a team.
• Extremely detail-oriented and good follow-up skills.
• Dependable—reports to shift on time and performs job duties as assigned.
• Good sense and sound judgement on general matters.
• Well organized; detail oriented; good follow-up skills.

· Intermediate proficiency with Microsoft Office suite. Database experience a plus.

· Comfortable utilizing social media platforms.

· Reliable, punctual attendance.

Physical Demands:

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is regularly required to stand, walk, sit; use hands to finger, handle, or feel; reach with hands; balance, stoop, kneel, or crouch; and talk or hear. The employee must occasionally lift and/or move up to 25 pounds.

Generally in an office environment. The noise level in the work environment is usually moderate. Employee is occasionally exposed to outside weather conditions.

Job Type: Full-time

Pay: $21.00 - $23.00 per hour

Expected hours: 37.5 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• Weekends as needed

Ability to Relocate:

• Providence, RI 02909: Relocate before starting work (Required)

Work Location: In person