Administrative Assistant

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.