Executive Administrative Assistant

Executive Administrative Assistant

Employment Type: Full-time
Location: Administrative Office
Status: Exempt/ Salaried
Compensation: starting salary of $55,000/annually
Schedule: Varies

Why BGCWPA?

For more than 135 years, BGCWPA has served as a trailblazer in youth development, committed to building great futures for thousands of young people across our region. As one of the largest out-of-school time providers in Allegheny and Somerset Counties, we empower youth through innovative programs, community partnerships, and a relentless commitment to equity and inclusion.

We celebrate what makes people different. At BGCWPA, we’re proud to be an equal opportunity workplace that intentionally hires, trains, and supports a team reflective of the many communities we serve. If you're inspired by service and social impact—even if you don’t meet every requirement—we encourage you to apply. Boys & Girls Clubs of America that will give you the opportunity to : 

• Do Meaningful, mission-driven work
• Develop and grow for leadership opportunities
• To be a part of a supportive, inclusive workplace culture

BGCWPA is committed to building a culturally diverse community. We believe in the power of diversity and inclusion in alignment with our DNA Code. We understand that every individual brings a unique set of skills and experiences. While our job description lists specific qualifications, skills, and competencies, we also recognize that true potential can often transcend those lines. If you're enthusiastic about social impact and helping others succeed, even if you don't meet every qualification, we encourage you to apply. 

What You’ll Do

The Executive Administrative Assistant plays a vital role in ensuring the effective operation of BGCWPA’s Administrative Office. This position supports organizational efficiency by managing day-to-day office functions, responding to internal and external communications, supporting Clubhouse operations, and assisting with membership systems and scholarship processing.

This highly visible and collaborative role requires exceptional organization, professionalism, and customer service, as the Executive Administrative Assistant is often the first point of contact for staff, families, and community partners.

Key Responsibilities

Office & Administrative Support

• Serve as the primary receptionist for the administrative office—answering calls, greeting visitors, and receiving deliveries
• Monitor and respond to general organizational email accounts
• Maintain office cleanliness and manage ordering of supplies, including food orders (Instacart, teen snacks) for Clubhouses
• Track and communicate spending to the Finance Department for accurate program allocation
• Manage organizational filing systems and maintain internal records for incoming site enrollments for child files and staff files
• Assist administrative staff with scheduling and coordination for board meetings, partnerships, etc.
• Assist crafting thank you letters to funders, individual donors, and partners. 
• Ensuring mail is sent out in a timely manner as well as organization and cleanliness of the mailroom area. 
• Coordinate and place all Amazon orders on behalf of the organization in accordance with internal purchasing procedures

Program & Membership Coordination

• Support the implementation of new programs across Clubhouses using ACTIVE and Procare systems
• Maintain and track records related to scholarship, discount, and subsidy programs for Club memberships
• Respond to parent inquiries and enrollments in a timely, professional manner
• Proactively communicate enrollment updates, concerns, and scholarship status to the Family Resource & Operations Manager.
• Ensure all sites have submitted monthly attendance reports and have reported any changes to the ELRC.

Customer Service & Relationship Management

• Provide timely, friendly, and solution-oriented communication to staff, families, and partners
• Represent BGCWPA’s values of inclusivity, professionalism, and hospitality as the first face of the administrative office
• Build knowledge of all Clubhouse locations, programming, and procedures to support organizational operations

Compliance & Flexibility

• Maintain strict confidentiality regarding sensitive family and organizational information
• Complete and maintain a DHS-compliant child care file to support emergency staffing needs at Clubhouse sites
• Support sites with care and supervision during the summer months to help reduce child-to-staff ratios at Clubhouse fieldtrips, activities, etc. 
• Be available for flexible assignments in support of site-level and organizational needs

Your Skills & Experience

Successful candidates will demonstrate:

• A passion for youth-serving work and strong alignment with BGCWPA’s mission
• Exceptional organization, attention to detail, and ability to prioritize tasks
• Excellent written and verbal communication and professional demeanor
• Strong problem-solving, time management, and interpersonal skills
• Ability to respond to calls and emails within 24 hours
• High proficiency with Google Suite and comfort learning new systems (e.g., Procare, ACTIVE)

Preferred Qualifications:

• Completed or working toward a degree in Business Administration, Nonprofit Management, Education, Social Entrepreneurship, or a related field
• Customer service and administrative experience in a fast-paced, high-impact environment
• Flexibility and enthusiasm for both independent and team-based work

Physical Requirements:

• Ability to lift up to 50 lbs and navigate standard office and facility environments, including stairs and close quarters

Certifications & Clearances

Required upon hire or within six (6) months:

• CPR & Pediatric First Aid
• Child Abuse, Criminal History, FBI Clearance, NSOR Certificate, PA Disclosure, Mandated Reporter Certification
• PA Staff Health Assessment and TB Test

Helpful links for completing clearances and documentation:

• NSOR: Link
• Child Abuse: Link
• Criminal History: Link
• FBI Fingerprinting: Link
• Mandated Reporter Training: Link
• Disclosure Statement: Link
• Health Assessment Form: Link

Equal Opportunity Employer Statement

BGCWPA is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees, youth, and families. Discrimination or harassment of any kind is not tolerated.

Ready to support a mission that matters?
Join BGCWPA as our next Executive Administrative Assistant and help power the movement to build great futures.