What are the responsibilities and job description for the Executive Assistant position at Terre Haute Boys & Girls Club?
PRIMARY FUNCTION:
The Administrative Assistant provides regular clerical and administrative support to Club staff; prepares correspondence and reports, maintains schedules and calendars; answers telephones and maintains electronic and hard copy files.
KEY ROLES (Essential Job Responsibilities):
- Performs regular secretarial duties, preparing correspondence and reports as requested by supervisor and composes draft letters following established formats. Proofreads all materials for accuracy prior to supervisory review and signature.
- Maintains supervisor’s calendar, scheduling meetings and making logistical and travel arrangements necessary for internal and external meetings. May prepare meeting agenda and minutes, as requested.
- Maintains master schedule of Club activities and events, collecting and disseminating information to Club staff, volunteers, members and families as instructed.
- Compiles and analyzes information and prepares draft reports to support Club management.
- Answers telephones, providing general information, referring callers to other staff or taking messages as necessary.
- Maintains electronic and hard copy filing systems, making sure they are accurate and timely and facilitate easy retrieval of information.
- Help assist with grant writing.
- Be willing to master different databases.
- Assist in organizational and implementation of all fundraising events.
- Monitor office supply inventory and order supplies as necessary.
- May be responsible for managing inventory of office equipment and service contracts, performing routine maintenance activities, and contacting service representatives as needed.
- May serve as Club receptionist, greeting all members and visitors and maintaining attendance and visitor logs.
- May monitor and log staff attendance and transmit attendance data to payroll.
- Perform other related secretarial, athletic, or administrative duties as requested.
RELATIONSHIPS:
Internal: Maintains close, daily contact with Club staff (professional and volunteer) and supervisor to receive/provide information, discuss issues, explain guidelines/ instructions; instruct; and advise/counsel.
External: Maintains contact with members, families and the general public to give and obtain information, either in response to inquiries or as instructed by supervisor.
SKILLS/KNOWLEDGE REQUIRED:
- High school diploma or equivalent
- One year of office clerical experience
- Training in secretarial skills and use of common office equipment
- Be efficient in Word and Excel
- Typing/keyboarding skills of at least 50 wpm
- Good written and verbal communication skills
- Good organization and attention to detail
- Strong customer relations skills
- Able to maintain strict confidentiality
PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:
Please evaluate and describe any physical skills, abilities or working conditions that are required to perform the essential duties of this position, as required by the Americans with Disabilities Act.
DISCLAIMER:
The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, nor to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications and objectives required of employees assigned to this job.
Job Type: Full-time
Pay: $20.00 - $22.00 per hour
Expected hours: 36 – 40 per week
Schedule:
- Monday to Friday
- Weekends as needed
Work Location: In person
Salary : $20 - $22