Executive Assistant

Classification: Non-Exempt

Salary: $24.00 - $29.00 per hour

Location: Anchorage, Alaska

Remote: No

Relocation: No

JOB SUMMARY: The Executive Assistant is responsible for providing comprehensive administrative and strategic support to the Boys & Girls Clubs of Southcentral Alaska’s Executive Leadership Team. The Executive Assistant will be required to anticipate needs, manage complex schedules, and ensuring the smooth and efficient operation of the Executive Leaderships day-to-day activities. This role requires exceptional communication skills, meticulous attention to detail, and the ability to handle sensitive information with the utmost confidentiality.

The following duties are intended to provide a representative summary of the major duties and responsibilities and ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

REPRESENTATIVE DUTIES 

• Calendar Management: Proactively manage and maintain complex calendars, including scheduling internal and external meetings, appointments, and events, resolving conflicts, and ensuring executive preparedness.
• Travel Coordination: Arrange comprehensive domestic and international travel logistics, including flights, accommodations, ground transportation, and detailed itineraries.
• Communication Management: Act as a primary point of contact and gatekeeper for the executive, screening and prioritizing incoming calls, emails, and correspondence. Draft, proofread, and send professional communications on behalf of the executive.
• Meeting Preparation & Support: Prepare agendas, presentations, and other meeting materials. Attend meetings, take accurate minutes, and track action items to ensure timely follow-up.
• Document Management: Organize, maintain, and retrieve sensitive and confidential documents, files (both physical and digital), and records with precision and discretion.
• Expense Reporting: Prepare and submit accurate expense reports in a timely manner, reconciling receipts and ensuring compliance with company policies.
• Project Coordination: Provide support on various special projects and initiatives, including research, data compilation, and presentation development.
• Event Planning: Assist with the planning and coordination of company events, executive retreats, and client engagements.
• Office Administration: Oversee general office administrative tasks for the executive's office, including ordering supplies, managing subscriptions, and maintaining a professional environment.
• Relationship Management: Build and maintain strong, positive relationships with internal stakeholders, clients, vendors, and other external contacts.
• Anticipate Needs: Proactively anticipate and address the executive's needs, identifying potential issues and offering solutions before they arise.
• Confidentiality: Maintain the highest level of confidentiality and discretion in all matters.

 KNOWLEDGE & SKILLS 

• Exceptional Organizational Skills: Meticulous attention to detail and strong ability to manage complex schedules and tasks.
• Superior Communication Skills: Excellent verbal and written communication skills, with the ability to articulate clearly and professionally with all levels of staff and external contacts.
• Proactive & Resourceful: Takes initiative, anticipates needs, and problem-solves effectively.
• Adaptability & Flexibility: Ability to thrive in a dynamic environment and adjust quickly to changing priorities.
• Strong Interpersonal Skills: Professional demeanor, high emotional intelligence, and ability to build rapport.
• Time Management: Expert in prioritizing tasks and managing time efficiently, both for self and the executive.
• Tech-Savvy: Comfortable with technology and quick to learn new systems and tools.
• Team Player: Ability to work collaboratively with other administrative staff and departments.

 MINIMUM EDUCATION QUALIFICATION  

• Bachelor’s degree in business administration or related field preferred; relevant year for year experience may substitute for a degree. 

  MINIMUM EXPERIENCE QUALIFICATION  

• Four (4) years of progressive experience as an Executive Assistant supporting C-level executives or senior leadership in a fast-paced environment.
• Advanced proficiency in Microsoft Office Suite and other relevant software, e.g., project management tools and virtual meeting platforms.

MINIMUM CERTIFICATION QUALIFICATION  

• Employees will be trained in First Aid and Cardiopulmonary Resuscitation (CPR) to respond effectively to medical emergencies or injuries that may occur during program activities. It is the responsibility of the employee to achieve and maintain the First Aid and CPR certification.
• Employees will be assigned Boys & Girls Clubs of America Spillett trainings annually. It is the responsibility of the employee to complete the Spillett trainings when assigned.
• Employees must complete the State of Alaska, Department of Health & Social Services, Mandatory Child Abuse Reporter Training at time of hire. It is the responsibility of the employee to complete the Mandatory Child Abuse Reporter Training annually.

WORKING CONDITIONS   

The Boys & Girls Clubs of Southcentral Alaska is dedicated to youth empowerment, community collaboration, and professional excellence. We foster a positive and impactful environment where young people can thrive, grow, and reach their full potential. To successfully perform in this role, employees must be able to meet the following demands:

• Physical Agility: Ability to repetitively lift approximately 40 pounds, and to frequently walk, crouch, sit, talk, see, and hear.
• Environmental Adaptability: Comfortably work in varied conditions, including outdoors in different weather and in loud environments.
• Flexibility: Adapt and respond effectively to changing circumstances and evolving needs.

BENEFITS:

• Twelve (12) paid holidays
• Paid Time Off – Starting with thirteen (13) days per year
• Flexible Time Off – Five (5) days per year
• Medical, Dental, and Vision Insurance
• Flexible spending account
• Dependent daycare account 
• Employer sponsored basic life insurance
• Employer sponsored AD&D insurance
• Employer sponsored short term disability
• Employer sponsored long term disability
• Voluntary employee life insurance
• Voluntary spouse lifestyle life insurance
• Voluntary child lifestyle life insurance
• Voluntary employee AD&D
• Voluntary child AD&D
• Voluntary critical illness insurance
• Voluntary accident insurance
• 401(k) & Roth retirement accounts