Executive Assistant to Chief Executive Officer

POSITION DESCRIPTION

TITLE: Executive Assistant

REPORTS TO: President/CEO

WORK SCHEDULE: Full-time, non-exempt; generally scheduled between 8:00a-5:00p Monday-Friday, occasional evening/weekend duties

PRIMARY FUNCTION:

Provides administrative support to the President & CEO of the Boys & Girls Clubs of Oklahoma County and support the overall efficiency of the day-to-day operations of the organization while always adhering to Boys & Girls Clubs core values.

KEY ROLES (Essential Job Responsibilities):

• Efficiently manage and prioritize the President & CEO’s appointments, travel and documents as needed.
• Screen and prioritize incoming communications ensuring timely responses and appropriate redirection.
• Coordinates with other departments to gather relevant information and utilizes available technology to keep staff informed of daily activities (tours, meetings, etc.)
• Draft and edit various reports, memos, email presentations and documents as needed.
• Maintains records, data bases and confidential files with accuracy and discretion.
• Screen and prioritize incoming communications, ensuring timely responses and appropriate redirection.
• Assist with special projects such as outcomes measurement and office tasks as needed or assigned.
• Manage and coordinate the preparation of Board of Director’s meetings including notifications, agendas, and other supporting materials. Ensure monthly board packets are prepared and distributed in advance of each meeting.
• Coordinate all Board meetings: order and retrieval of catering, attendee management, materials preparation, room set-up, and technology set-up.
• Attends Board meetings and drafts minutes to be reviewed by the President & CEO, makes any updates to minutes and saves final draft for approval. Follows up with Board members, management and staff on any action items identified in board meeting.
• Ensures the timely distribution of Board reports and other supporting material to the Board such as forms and surveys, including annual board assessment, annual profile survey, exit surveys, etc.
• Updates contact information and maintains Board records and documentation such as (but not limited to) Board minutes, by-laws, financial operations manual, directory, and roster.
• Other related duties as directed and assigned by the President & CEO

SKILLS/KNOWLEDGE REQUIRED:

Bachelor’s Degree preferred

• 2-5 years of prior Executive level (C-Suite) experience
• Proficient in all Microsoft Office
• Detail Oriented
• Flexible and adaptable
• Exceptional written and verbal communication and organizational skills
• Absolute discretion with sensitive and confidential information
• Proactive and self-motivated person with a problem-solving mindset
• Ability to professionally and warmly interact with high wealth individuals and senior level executives

SKILLS/KNOWLEDGE PREFERRED:

• Organizational/filing
• Excellent typing skills
• Presentation Preparation
• Basic accounting or bookkeeping knowledge preferred

PHYSICAL AND MENTAL REQUIREMENTS/WORK ENVIRONMENT:

The job requires working, standing, bending, turning, reaching, talking, listening; works in a clean, well-lighted, heated and ventilated building. On occasion, must work outside.

• Demonstrated ability to maintain a high energy level, be comfortable performing multi-faceted projects in conjunction with day-to-day activities, and effectively communicate with a variety of audiences in various settings.

DISCLAIMER:

The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, or 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

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Experience:

• Microsoft Excel: 3 years (Preferred)
• Microsoft PowerPoint: 3 years (Preferred)

Ability to Commute:

• Oklahoma City, OK 73106 (Required)

Ability to Relocate:

• Oklahoma City, OK 73106: Relocate before starting work (Required)
• Work Location: In person