Executive Assistant to CEO
Boys & Girls Club of the Tri-County Area Boys & Girls Club of the Tri-County Area Berlin, WI Berlin, WI Part-time Part-time $18 - $25 an hour $18 - $25 an hour 3 days ago 3 days ago 3 days ago POSITION DESCRIPTION TITLE:
Executive Assistant to the CEO DEPARTMENT:
Administration REPORTS TO:
CEO HOURS:
M-Th; 10am - 4pm or as needed; Part Time/flexible/negotiable WAGE:
$18 - $25 per hour - based on experience PRIMARY FUNCTION:
The Executive Assistant to the CEO provides varied supports strictly to the office of the CEO.
Primary purpose of the Executive Assistant is to plan, prepare and communicate effectively in support of the CEO's daily, weekly, monthly and annual strategic priorities.
Top candidates will have an exceptional ability to anticipate and prepare for upcoming needs.
Some tasks include file management, communications, board governance, preparation of minutes, data entry, scheduling, donor relations, & internal/external correspondences, and travel coordination.
Primary Responsibilities ? Responsible for administrative tasks that directly support the office of the CEO:
? managing an active calendar of appointments.
? completing expense reports.
? preparing communications that are sometimes confidential.
? arranging detailed travel plans, itineraries, and agendas; and compiling documents for travel- related meetings.
? Coordinates the CEO's schedule and acts as gatekeeper to the CEO's calendar, to ensure appropriate scheduling.
? Communicates directly with staff, volunteers, and investors on behalf of the CEO, when needed.
? Prioritizes and follows up on issues with CEO as needed using sound judgement.
? Provides smooth communication between the CEO's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
? Works very closely and effectively with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
? Builds/maintains relationships crucial to the success of the organization and manages a variety of special projects for the CEO.
? Prioritizes conflicting needs/demands; handles matters expeditiously, proactively, and with good judgment.
Follows-through on projects to completion, often with deadline pressures.
? Anticipates what is, or may be, needed based on context of several internal and external factors, and acts quickly to accommodate.
Secondary Responsibilities Drafts external communications and proofreads materials.
Executive Assistant to CEO Takes meeting minutes.
Manages service contracts.
Maintains electronic and hard copy file system, ensuring accuracy and prompt retrieval of needed documents.
At times, offers support to the Board President, Executive Committee, and BOD.
Performs other related duties and responsibilities as required or as assigned.
Sit on committee level meetings, in place of the CEO, as needed.
Prepare staff meetings, outings and celebrations.
Plan for staff recognition opportunities on behalf of the CEO (birthdays & anniversaries).
Other Responsibilities Recognizes contributions with acknowledgment letters or phone calls.
Support CEO, as needed, with any clerical needs related to finance or human resources.
Prioritize the safety of our Club youth, families, and staff.
Use a keen eye to alert the CEO of any activity or issue, internal or external that presents a safety concern.
RELATIONSHIPS:
Internal:
Maintain close, daily contact with Club staff and supervisor to receive/provide information, discuss issues, explain guidelines/instructions, instruct, and advise/counsel.
External:
Maintain contact with Board volunteers, community contacts, Club members, families and the general public to give and obtain information, either in response to inquiries or as instructed by supervisor.
SKILLS/KNOWLEDGE REQUIRED:
? Bachelor's Degree Preferred; not required ? Experience with primary job responsibilities ? Keen ability to anticipate others' needs ? Exceptional written and verbal communication skills ? Exceptional organization and attention to detail ? Highly skilled with computers and quick to learn new software/systems ? Highly effective customer service skills ? Ability to effectively navigate and manage multiple complex projects ? An understanding of the importance of strict confidentiality PHYSICAL & MENTAL REQUIREMENTS/WORK ENVIRONMENT:
? High energy level and pleasant disposition ? Ability to remain calm and pleasant during stressful situations ? Good vision and hearing necessary to complete all job tasks ? Must have a valid driver's license ? Must be able to stand, sit or be active for extended periods ? Must be able to function in a fast paced and active office environment ? Must be able to think clearly and concisely ? Must appreciate the value of diversity & promote a culture of belonging and inclusivity Job Type:
Part-time Pay:
$18.
00 - $25.
00 per hour Expected hours:
4 - 6 per week
Benefits:
Flexible schedule Schedule:
Monday to Friday Work Location:
In person.
Estimated Salary: $20 to $28 per hour based on qualifications.
Executive Assistant to the CEO DEPARTMENT:
Administration REPORTS TO:
CEO HOURS:
M-Th; 10am - 4pm or as needed; Part Time/flexible/negotiable WAGE:
$18 - $25 per hour - based on experience PRIMARY FUNCTION:
The Executive Assistant to the CEO provides varied supports strictly to the office of the CEO.
Primary purpose of the Executive Assistant is to plan, prepare and communicate effectively in support of the CEO's daily, weekly, monthly and annual strategic priorities.
Top candidates will have an exceptional ability to anticipate and prepare for upcoming needs.
Some tasks include file management, communications, board governance, preparation of minutes, data entry, scheduling, donor relations, & internal/external correspondences, and travel coordination.
Primary Responsibilities ? Responsible for administrative tasks that directly support the office of the CEO:
? managing an active calendar of appointments.
? completing expense reports.
? preparing communications that are sometimes confidential.
? arranging detailed travel plans, itineraries, and agendas; and compiling documents for travel- related meetings.
? Coordinates the CEO's schedule and acts as gatekeeper to the CEO's calendar, to ensure appropriate scheduling.
? Communicates directly with staff, volunteers, and investors on behalf of the CEO, when needed.
? Prioritizes and follows up on issues with CEO as needed using sound judgement.
? Provides smooth communication between the CEO's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
? Works very closely and effectively with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
? Builds/maintains relationships crucial to the success of the organization and manages a variety of special projects for the CEO.
? Prioritizes conflicting needs/demands; handles matters expeditiously, proactively, and with good judgment.
Follows-through on projects to completion, often with deadline pressures.
? Anticipates what is, or may be, needed based on context of several internal and external factors, and acts quickly to accommodate.
Secondary Responsibilities Drafts external communications and proofreads materials.
Executive Assistant to CEO Takes meeting minutes.
Manages service contracts.
Maintains electronic and hard copy file system, ensuring accuracy and prompt retrieval of needed documents.
At times, offers support to the Board President, Executive Committee, and BOD.
Performs other related duties and responsibilities as required or as assigned.
Sit on committee level meetings, in place of the CEO, as needed.
Prepare staff meetings, outings and celebrations.
Plan for staff recognition opportunities on behalf of the CEO (birthdays & anniversaries).
Other Responsibilities Recognizes contributions with acknowledgment letters or phone calls.
Support CEO, as needed, with any clerical needs related to finance or human resources.
Prioritize the safety of our Club youth, families, and staff.
Use a keen eye to alert the CEO of any activity or issue, internal or external that presents a safety concern.
RELATIONSHIPS:
Internal:
Maintain close, daily contact with Club staff and supervisor to receive/provide information, discuss issues, explain guidelines/instructions, instruct, and advise/counsel.
External:
Maintain contact with Board volunteers, community contacts, Club members, families and the general public to give and obtain information, either in response to inquiries or as instructed by supervisor.
SKILLS/KNOWLEDGE REQUIRED:
? Bachelor's Degree Preferred; not required ? Experience with primary job responsibilities ? Keen ability to anticipate others' needs ? Exceptional written and verbal communication skills ? Exceptional organization and attention to detail ? Highly skilled with computers and quick to learn new software/systems ? Highly effective customer service skills ? Ability to effectively navigate and manage multiple complex projects ? An understanding of the importance of strict confidentiality PHYSICAL & MENTAL REQUIREMENTS/WORK ENVIRONMENT:
? High energy level and pleasant disposition ? Ability to remain calm and pleasant during stressful situations ? Good vision and hearing necessary to complete all job tasks ? Must have a valid driver's license ? Must be able to stand, sit or be active for extended periods ? Must be able to function in a fast paced and active office environment ? Must be able to think clearly and concisely ? Must appreciate the value of diversity & promote a culture of belonging and inclusivity Job Type:
Part-time Pay:
$18.
00 - $25.
00 per hour Expected hours:
4 - 6 per week
Benefits:
Flexible schedule Schedule:
Monday to Friday Work Location:
In person.
Estimated Salary: $20 to $28 per hour based on qualifications.
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