Executive Assistant

Job Type
Full-time
Description
Description
Boys & Girls Clubs of Tucson is currently seeking an Executive Assistant to support the Chief Executive Officer (CEO) and the Board of Directors of the Boys & Girls Clubs of Tucson. The Executive Assistant will perform a wide range of administrative and office support activities and aide the CEO in facilitating the efficient operation of the organization.
Duties and Responsibilities

• Provide administrative support to the CEO through the facilitation of communication (follow-up with letters, memos, reports, e-mail, and telephone calls).
• Ensure the coordination and prioritization of the schedule and commitments for the CEO.
• Prepare materials for the CEO as required in advance of meetings.
• Organize travel arrangements for the CEO (flight, lodging, rental car).
• Communicate with members of the Board and other community partners on behalf of the CEO.
• Draft CEO meeting agendas
• Sort and prioritize incoming mail.
• Provide administrative support to the Boys & Girls Clubs of Tucson Board of Directors through the preparation and distribution of meeting notices, agendas, minutes, materials (including maintenance of board portal) and organizing any travel arrangements.
• The Executive Committee meets 12 times per year, the Board meets 6 times per year, and there are several other Board Committees that meet periodically throughout the year. The Executive Assistant provides administrative support to committee members through the preparation and distribution of meeting notices, agendas, and minutes (minutes - only for Executive Committee and Board Meeting).
• Coordinate all logistics for Board meetings, including the Annual Board Meeting in January, and the Board Retreat.
• Coordinate the orientation session for new Board members.
• Arrange meetings on behalf of the CEO or Board of Directors, including the Executive Committee and the Board, handling all necessary logistics.
• Responsible for distributing and tracking Board commitments, invoices and other forms.
• Maintain the Board Activity Report.
• Maintain the Board Bylaws and Policies.
• Preparation of Board meeting minutes in a timely fashion
• Publish Board directory yearly
• Assist with event planning, Board mixers, meetings onsite and coordinate via zoom
• Process and track Board member paperwork
• Draft board meeting agendas
• Coordinate BGCA Annual Report.
• Employee may be asked to assume additional tasks or project responsibilities that may not be included in the above areas. The employee is expected to perform these responsibilities as assigned.

Requirements
Associates degree with a minimum of five years of professional administrative experience, preferably in a non-profit environment; or an equivalent combination of education and experience.
Must meet the requirements to drive for the organization including being at least 21 years of age, have a valid driver's license with good driving record and consistent access to a motor vehicle with required insurance coverage.
Must comply to a national fingerprint screen
Competencies

• Experience in writing business correspondence, strong computer skills with demonstrated proficiency in Word, Excel, PowerPoint, Outlook, and Donor Perfect.
• Administrative experience with Board of Directors.
• Ability to take initiative to manage work flow and priorities, excellent organizational skills and multi-tasking ability.
• Excellent interpersonal skills with the ability to work effectively with all levels of staff, donors, and volunteers.
• Excellent grammar and writing skills as well as oral communication skills.
• Ability to work with deadlines and under pressure.
• Sound judgment and ability to maintain confidentiality.
• Demonstrated experience recording accurate minutes of meetings.

What We Offer
Robust benefits. We are committed to your growth and well being.
Team focused. Teammates and leadership are there to assist when you need help.
Open-door management style: We welcome feedback in all areas.
Work - life balance. We believe strongly in balancing an entrepreneurial spirit in a fast paced environment.
Pre-employment drug testing and a background check are part of our hiring process.
Salary Description
40,000.00 - 50,000.00