Executive Assistant

Mission: To inspire and enable all young people, especially those who need us most to reach their full potential as productive, caring, and responsible citizens.

Job Title: Executive Assistant

FLSA Classification: Nonexempt

Salary Range: $37,500 - $40,000

Reports to: CEO

Supervisory responsibilities: None

Date: February 13, 2023

Summary/objective The Executive Assistant to the CEO is responsible for making the Chief Executive's days run smoothly and efficiently so they can best support the work of The Boys & Girls Clubs (BGC) of Muncie. The Executive Assistant also provides administrative support to other key Directors and serves as the primary point of contact for internal and external parties on all matters pertaining to the office. The incumbent may serve as the administrative liaison with the Board of Directors. The incumbent will be a representative for the office of the CEO as well as BGC and is expected to ensure the CEO’s time is well spent, that meetings are scheduled promptly, and that communication is clear and timely.

Essential duties and responsibilities include the following. Other duties may be assigned. Reasonable accommodation may be made to enable individuals with disabilities to perform these essential functions.

· Every staff member is expected to cultivate and maintain positive donor, member, and community relationships.

· Complete a broad array of administrative tasks for the CEO and key Directors of the BGC. This includes, but is not limited to, preparing and proof-reading correspondence such as thank you notes and various mailings that need to be sent timely on a daily, weekly, and/or monthly basis.

· Manage all operations of the Board of Directors including scheduling, preparing packets for, taking minutes at, and attending Board meetings; creating agendas for Board committee meetings; managing the onboarding/offboarding process for Board members; maintaining governance records; and overseeing all other administrative needs of the Board in a timely manner.

· Organize and manage an extremely active calendar of appointments for the CEO, Director of Programs, and the Director of Resource Development.

· Organize, manage, and maintain all Human Resources paperwork and files, to ensure personnel records are complete and accurate.

· Schedule, run, review, file, and maintain job and volunteer candidates’ background checks, drug checks, and reference checks. Communicate issues to the appropriate internal personnel in a timely manner.

· Perform various accounting, general ledger, and operations functions, including ensuring that systems are in place for timely and accurate delivery of reports.

· Prepare and mail monthly billings, including completing backup documentation.

· Regularly review accounts receivable for collection issues.

· Reconcile daily cash receipts, monthly bank statements and make regular bank deposits.

· Review social media messaging and communicate with the appropriate internal director(s) or CEO as appropriate and in a timely manner.

· Participate in meetings as appropriate, and communicate effectively, in written form and verbally with internal and external constituents.

· Participate in professional development and networking conferences and events as appropriate and/or requested by CEO.

Work environment Able to stand and/or walk up to 25% of time. Able to sit up to 50% of the time. Able to view a computer monitor for 6-8 hours per day. Some travel may be required in company or personal vehicle. Must be able to lift up to 25 pounds at times. The role is an on-site role and is not eligible for a WFH/hybridized work schedule.

· Employee required to possess a valid driver’s license and is occasionally required to transport members in a company vehicle.

· Proof of vehicle insurance is required.

Education and/or Experience

· HS diploma or GED is required. Some college coursework in communications, business, finance, Human Resources, or related field is preferred.

· Three to five (3-5) years’ work experience assisting executives is required; experience in a non-profit organization is preferred.

· General knowledge of and experience working with at-risk populations is preferred.

· Effective verbal and written communication skills are necessary, as are excellent interpersonal skills with all levels of organization.

· Proven ability to meet deadlines and excellent time management skills are required.

· Attention to detail and superior organizational skills are a must.

· Working knowledge of computers and systems is required, including and not limited to, Microsoft products such as Word, Excel, Power Point (or similar product knowledge).

· High level of confidentiality and professionalism are required.

Job Type: Full-time

Pay: $37,500.00 - $40,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Schedule:

• Monday to Friday
• No weekends

Ability to Relocate:

• Muncie, IN 47305: Relocate before starting work (Required)

Work Location: In person