WORK SOMEWHERE WORTHWHILE

The challenges, decisions and paths taken by kids today are more crucial than ever. Your influence, your presence, your mentorship can make a difference and a positive impact in the direction kids choose to live their lives. Join our team as an Academic Specialist, which will allow you to use your unique skills and talents to help kids build great futures. The Boys & Girls Clubs of Greater Salt Lake rely on compassionate and dedicated leaders who give their time and heart to help kids in the local community fulfill a life changing mission.

JOB SUMMARY

The Executive Assistant provides advanced and varied clerical and administrative support to the Chief Executive Officer; prepares correspondence and reports, manages schedules and calendars. This position provides critical support to the Chief Executive Officer in carrying out the mission of the organization and executing action steps that meet the strategic plan. This role also provides support to the Senior Leadership Team in supporting operations and services to Club sites and program staff.

KEY ROLES (Essential Job Responsibilities):

• Perform advanced secretarial duties, preparing correspondence and reports as requested by Chief Executive Officer, composes draft letters following established formats.
• Maintain a weekly agenda that includes tasks to help prioritize CEO responsibilities and keep EA duties organized. Create and update filling system for CEO.
• Manage CEOs calendar, scheduling meetings and making logistical and travel arrangements necessary for internal and external meetings. Coordinate with Administrative Assistant to ensure logistic needs (setup, cleanup, a/v, food etc) are set to meet the needs of the event.
• Assist with Board related communications, files, and meetings. Coordinate logistics and materials for Board meetings. Prepare meeting agendas and minutes, as requested. Assist CEO and Board Development committee in recruitment, orientation, and compliance processes for board members. Maintain voting records, attendance and participation as it aligns to the Board member expectations and strategic plan goals for an engaged board. Utilize CRM data entry to track board pledges and financial commitments
• Collaborate with Chief Executive Officer and Director of Advancement on external affairs and public advocacy efforts to ensure a strong public image and build relationships with public officials, city councils, and other matters of public affairs. Maintains records and communications of activities for government relations with BGCA and Utah Alliance. Schedules meetings/tours with government officials and reports advocacy activity to BGCA database, GR Central.
• Maintain communications with and serve as a point of contact for BGCA including assisting the CEO on official records, annual report submissions, letters of agreement, and mybgca.net accounts.
• Collaborate with Club Services team, HR, and board committee to support the organizational efforts related to DEI initiatives.
• Assist members of Senior Leadership team with organizational activities, events and internal communications collecting and disseminating information to Club staff, volunteers, members and families as instructed. Coordinate the electronic and hard copy files of organizational policies, standard operating procedures, staff handbook, directories, organizational charts, and other materials.
• Coordinate with and assist Vice President of Administration with organizational business files for licenses, contracts, memberships, and registrations and permits needed to conduct business.
• Coordinate with Administrative Assistant to answer telephones, providing general information and referring general inquiries to other staff as necessary.
• Monitor office supply inventory and order supplies as necessary. Assist with organizational purchasing for Club support as needed and manage organizational Amazon.com account.
• May be responsible for managing inventory of office equipment and service contracts and contacting service representatives as needed.
• Responsible for planning and preparing for monthly All Staff Meetings and coordinate with HR and Senior Leadership Team for occasional morale boosting activities, including birthday lunches and staff appreciation activities.
• Maintains a critical role in event planning for Board Annual Meeting and assists with fundraising events throughout the year, primarily the Gala and Golf Tournament.
• Perform other related secretarial or administrative duties as requested.

RELATIONSHIPS:

Internal: Maintain close, daily contact with Club staff (professional and volunteer) 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.

Boys & Girls Clubs of Greater Salt Lake is committed to an inclusive environment where people feel comfortable to be themselves. We want our people to feel that all voices are heard, all cultures respected and that a variety of perspectives are welcomed and essential to our success and the success of our youth. We treat each other fairly and with dignity regardless of race, gender, nationality, ethnic origin, religion, age, sexual orientation or anything else that makes us different.

Equal Opportunity Employer EOE/M/F/D/V

If at any point in the application and interview process you require reasonable accommodation, please contact our Human Resource Department at hr@gslclubs.org.

SKILLS/KNOWLEDGE REQUIRED:

• Bachelors Degree in management, communication, or other related field, or equivalent experience
• Minimum of three years of office executive assistant, clerical, or administrative experience
• Training in advanced secretarial skills and use of common office equipment/software
• Proficient in Microsoft office products, data management software preferred
• Typing/keyboarding skills of at least 50 wpm
• Excellent written and verbal communication skills
• Good organization and attention to detail
• Strong customer relations skills
• Able to maintain strict confidentiality
• Must be able to pass a drug screen and criminal background check