Executive Assistant to the CEO & the Director of Human Resource

at  Boys Girls Clubs of Greater Memphis

Description:
The Boys & Girls Clubs of Greater Memphis vision is to provide a world-class Club Experience that assures success is within reach of every young person who walks through our doors, with all members on track to graduate from high school with a plan, demonstrating good character and citizenship, and living a healthy lifestyle.
Primarily, we are looking for someone who cares about making a difference in the lives of kids. Whether it is helping the Executive team be more effective and efficient or executing important special projects.
The Executive Assistant position supports the President & CEO and Director of Human Resource, is responsible for the overall CEO’s office activities, including the reception area, mail, and arranging for internal/external meetings. In addition, the Executive Assistant will assist with human resource functions, such as, on-boarding, employee file maintenance (manual and web-based) and serve as the organizational contact for external volunteer services.
Requirements:
The Executive Assistant is responsible for providing strong coordination and administrative support to ensure the smooth functioning of the department, having responsibility for assisting with key projects and providing day-to-day support on a broad spectrum of key initiatives.

EDUCATION AND EXPERIENCE

• Associate degree or education/experience equivalency required.
• Minimum of five years general administrative support/office support experience preferred; minimum of two years in direct support for a senior leader.
• Advanced proficiency in Microsoft Word, Excel, PowerPoint, Access, Web page editing, and Outlook.
• 50-60 words per minute typing with high degree of accuracy.
• Operational knowledge of office equipment.
• Proficient in drafting or transcribing, editing and proofreading documents.

SKILLS

• Ability to handle sensitive and confidential subject matter.
• Builds trust and rapport quickly.
• Relates well to people of varying backgrounds.
• Strong organizational skills and ability to focus on multiple projects.
• Shares information in an open and transparent fashion.
• Is tactful and respectful.
• Addresses conflicts constructively.

ABILITIES

• Creates and communicates tactical objectives and action plans.
• Monitors progress.
• Holds self and others accountable for completing tasks on schedule.
• Ability to carry out correct, detailed and complex instructions; ability to interact with coworkers and public by telephone and in person as a member of a team to provide services to customers, both external and internal; ability to perform a variety of duties and to prioritize tasks to meet organizational needs.
• Ability to clearly, concisely exchange ideas, facts and/or technical information and guidance in person, by telephone, email, fax, or correspondence.
• Physical requirements include sight, hearing, sitting, standing, stooping; skills essential for successful communications include speaking, writing, and reading comprehension.
• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
  Supervisory Responsibility
  This position has no direct supervisory responsibilities.
  Work Environment
  This job operates in a professional office environment and routinely uses standard office equipment such as computers, phones, photocopiers, and fax machines.
  Please view Equal Employment Opportunity Posters provided by OFCCP here.
  http://www.dol.gov/ofccp/regs/compliance/posters/ofccpost.htm
  Equal Employment Opportunity Title VI Policy Statement:
  Boys & Girls Clubs of Greater Memphis is committed to ensuring that no person shall, on the grounds of race, color, national origin, or any other protected status as provided by Title VI of the Civil Rights Act of 1964 and the Civil Rights Restoration Act of 1987 (PL 100.259), be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity, whether those programs and activities are federally funded or not. This Policy extends to all terms, conditions, and privileges of employment, as well as the use of all Club facilities.
  Consistent with its commitment to equal employment, the Club will work to accommodate disabled employees in keeping with applicable law. If an employee believes he needs an accommodation because of a disability, he should make a request to Human Resources and the Club will engage in an interactive dialogue with the employee to determine the best course of action.
  No form of unlawful discrimination, including unlawful harassment, will be tolerated.

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:

High energy level, comfortable performing multi-faceted projects in conjunction with day-to-day activities. Superior interpersonal abilities. Ability to get along with diverse personalities, at all times displaying tact, maturity and flexibility. Must have good reasoning abilities and sound judgment. Physical requirements include sight, hearing, sitting for three-plus hours per day. Must be physically able to travel by air, car, train, or other modes of transportation.

Provide Administrative Support to the CEO & Director of Human Resources

• Manage and coordinate day-to-day support and applying appropriate prioritization and skill.
• Coordinate and manage travel, hotel and transportation arrangements, schedules, and all logistical requirements (domestic and international). Prepare preliminary itineraries for review and post final in Outlook. Provide timely air travel information to accounting for each trip and prepare post-travel expense reports.
• Provide daily telephone coverage routing messages appropriately and handling routine inquiries. In concert with the Executive Leadership team ensure appropriate follow-up of requests and inquiries are fulfilled.
• Compose or transcribe, edit, review, and proofread written draft responses to correspondence or other documents to be sent under the signature of the CEO.
• In concert with the CEO manage communications across depts., local Clubs, and other external stakeholders.
• Organize and maintain the CEO’s and HR’s department electronic filing system, storing documents as required.
• Ensures the mail is opened and date stamped in a timely manner, sorted, and appropriately routed. Provide immediate attention to and handling of urgent mail.
• Organize participation in leadership, benefit meetings, Central Office conference room scheduling and dedicated events.
• Create and maintain spreadsheets for data collected, composing any necessary reports as requested.
• Ensure that critical deadlines are met and that project timetables are adhered to or adjusted as needed.
• Prepare presentations, gather, collate materials, and ensure timely preparation, dissemination of information regarding a wide variety of on/off site meetings and special projects related to the meetings for the CEO and the Human Resource Director.
• Maintain partnerships with internal departments to help facilitate resources and information needed to complete projects in a timely manner.
• Create and maintain systems for short and long-term information storage and retrieval.
• With direction from the CEO and the Director of Human Resource maintain a database of internal and external vendors, consultants, volunteers, and Board of Directors for Central and BGCM local Clubs.
• Represent and ensure appropriate assistance to other departments as needed. Provide back-up to phones, escorting guests, delivery of materials within the building and other assistance that may be needed to promote the smooth functioning of the entire organization on behalf of the CEO.

Support Business Operations of Service

• Demonstrate BGCM mission driven values of integrity, excellence and inclusion and integrate into work environment and ways of work.
• Adhere to organizational policies and procedures as described in BGCM’s Employee Handbook, Ethics Policy and elsewhere.