What are the responsibilities and job description for the Administrative Assistant position at Boys & Girls Club of St Lucie County?

Job Type

Part-time

Description

Salary : $16 per hour

Hours : up to 25 hours per week; non-exempt

Benefits : 401k Plan, Employee Assistance Program, and more

Reports to : Chief Operating Officer

Location : St. Lucie County; 3361 S. Jenkins Road, Fort Pierce, FL 34981

1. Position Summary

The Boys & Girls Clubs of St. Lucie County takes changing the lives of youth to heart. We go above and beyond to ensure that every youth who walks through our doors has a world-class club experience that provides them with the opportunity for a GREAT FUTURE !

The primary function of the executive Assistant is to provide critical administrative and operational support to the Chief Operating Officer, ensuring the smooth and efficient functioning of the organization's operations. This role requires a highly organized, detail-oriented individual who can manage multiple priorities, foster effective communication, and contribute to the strategic goals of the organization. The assistant will play a pivotal role in streamlining processes, coordinating meetings, and supporting various operational initiatives, making it essential for the execution of daily tasks and special projects.

2. DUTIES AND RESPONSIBILITIES

The duties and responsibilities are, but are not limited to :

Administrative Support :

Manage the COO's calendar, including scheduling meetings, appointments, and travel arrangements, ensuring efficient time management and prioritization of tasks.
Prepare and organize documents, presentations, and reports for meetings and strategic planning sessions, ensuring all materials are accurate and timely.
Serve as a primary point of contact for the COO
Coordinate and prepare agendas for meetings, capturing key discussion points, action items, and follow-up tasks.
Attend meetings as required, taking comprehensive notes and distributing minutes to relevant participants in a timely manner.
Assist in the planning and execution of operational projects, tracking progress, and ensuring deadlines are met.
Collaborate with various departments to gather information, support project initiatives, and facilitate the implementation of operational strategies.
Maintain and organize files, databases, and other organizational resources to ensure efficient retrieval of information and documents.
Identify opportunities for operational efficiency, documenting existing processes and recommending improvements as needed.
Support the development and implementation of new processes to enhance communication and workflow across departments.
Assist with expense tracking, and invoice processing related to the COO's office and operational projects.
Provide assistance in organizing events, team-building activities, and other initiatives aimed at enhancing organizational culture.

OTHER DUTIES & RESPONSIBILITIES

Overseeing all incoming and outgoing communications, including emails, phone calls, reports, and internal correspondence

Filing important documents, such as reports, meeting notes, emails, and letters

Acting as the gatekeeper for internal and external contacts, including vendors, colleagues, clients, and customers

Conducting research and creating reports on various topics based on the needs of the executive

Keeping important information and documents organized physically, and electronically

Actively participate in BGCA trainings, internal trainings, and All Staff meetings

Support other projects as needed

Completes any additional assignments as requested by the Chief Operating Officer

3. qualifications : BACKGROUND SCREENING

Must submit to and pass Level 2 background screening through the Florida Department of Children & Families.

Must pass pre-employment drug test

Certifications

Current CPR / First Aid certification preferred.

EDUCATION / EXPERIENCE

Associate degree required; Bachelor's degree in Business Administration or related field preferred.

Proven experience as an executive assistant or other relevant administrative support experience.

Minimum of 2 years of experience as an Executive Assistant reporting directly to senior management

SKILLS / KNOWLEDGE

Exceptional attention to detail

Exceptional organizational skills, with a strong attention to detail and the ability to manage multiple priorities effectively.

excellent communication skills, both written and verbal, with the ability to interact professionally with all levels of staff and external partners

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, (Outlook) and familiarity with project management tools

Ability to handle sensitive information with discretion and maintain confidentiality.

Ability to conduct research and create reports or presentations

Ability to learn quickly

Ability to work in a fast-paced environment

Friendly and professional demeanor

Communication Skills : Public Speaking, Informing, Listening, Presenting, Writing

Decision-making Skills : Analyzing, Fact Finding, Judgment, Systemic Thinking

Leadership Skills : Developing Commitment, Facilitation, Team Building

Planning Skills : Action Planning and Organizing, Monitoring, Strategic Planning, Scheduling

Relationship Skills : Meeting Skills, Networking, Relationship Building

High energy, driven, dedicated, motivated, confident, flexible, and creative.

Outstanding organizational and time management skills

Ability to handle travel logistics

Ability to operate a motor vehicle.

Ability to operate basic office equipment such as copy machine, facsimile equipment, and computer

Ability to work with others, appropriate dress and appearance, and effective conflict resolution.

Travel

Some travel may be required for training and / or other business purposes.

4. Working conditions

Our offices, neighborhood clubhouses, and school-based clubs are fast-paced work environments and are strategically located in areas of St. Lucie County where youth need us most. Based on the organization's needs, flexibility to work different schedules and work in different locations in St. Lucie County is required due to changing business demands. General office conditions are the standard work environment (standing, sitting, and walking). Boys & Girls Clubs of St. Lucie County is an equal opportunity employer and a smoke, drug, and alcohol-free workplace.

5. Physical demands :

The usual and customary methods of performing the job's functions require the following demands : some lifting, carrying, pushing and / or pulling, stooping / kneeling, reaching with hands and arms, and finger dexterity.

This position requires extended talking, listening, sitting, walking, and standing; computer viewing, and keyboard entry. Regularly lifting up to 25 pounds.

Daily operation of personal motor vehicles relevant to carrying out job duties is required for this position.

Ability to think strategically and ability to sit for more than four hours per day.

6. OTHER

Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time with or without notice.

Salary : $16

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