Executive Assistant to Chief Executive Officer

4 days ago

Oklahoma City, United States Boys & Girls Clubs of Oklahoma County Full time

POSITION DESCRIPTION

TITLE: Executive Assistant

REPORTS TO: President/CEO

WORK SCHEDULE: Full-time, non-exempt; generally scheduled between 8:00a-5:00p Monday-Friday, occasional evening/weekend duties

PRIMARY FUNCTION:

Provides administrative support to the President & CEO of the Boys & Girls Clubs of Oklahoma County and support the overall efficiency of the day-to-day operations of the organization while always adhering to Boys & Girls Clubs core values.

KEY ROLES (Essential Job Responsibilities):

  • Efficiently manage and prioritize the President & CEO’s appointments, travel and documents as needed.
  • Screen and prioritize incoming communications ensuring timely responses and appropriate redirection.
  • Coordinates with other departments to gather relevant information and utilizes available technology to keep staff informed of daily activities (tours, meetings, etc.)
  • Draft and edit various reports, memos, email presentations and documents as needed.
  • Maintains records, data bases and confidential files with accuracy and discretion.
  • Screen and prioritize incoming communications, ensuring timely responses and appropriate redirection.
  • Assist with special projects such as outcomes measurement and office tasks as needed or assigned.
  • Manage and coordinate the preparation of Board of Director’s meetings including notifications, agendas, and other supporting materials. Ensure monthly board packets are prepared and distributed in advance of each meeting.
  • Coordinate all Board meetings: order and retrieval of catering, attendee management, materials preparation, room set-up, and technology set-up.
  • Attends Board meetings and drafts minutes to be reviewed by the President & CEO, makes any updates to minutes and saves final draft for approval. Follows up with Board members, management and staff on any action items identified in board meeting.
  • Ensures the timely distribution of Board reports and other supporting material to the Board such as forms and surveys, including annual board assessment, annual profile survey, exit surveys, etc.
  • Updates contact information and maintains Board records and documentation such as (but not limited to) Board minutes, by-laws, financial operations manual, directory, and roster.
  • Other related duties as directed and assigned by the President & CEO

SKILLS/KNOWLEDGE REQUIRED:

Bachelor’s Degree preferred

  • 2-5 years of prior Executive level (C-Suite) experience
  • Proficient in all Microsoft Office
  • Detail Oriented
  • Flexible and adaptable
  • Exceptional written and verbal communication and organizational skills
  • Absolute discretion with sensitive and confidential information
  • Proactive and self-motivated person with a problem-solving mindset
  • Ability to professionally and warmly interact with high wealth individuals and senior level executives

SKILLS/KNOWLEDGE PREFERRED:

  • Organizational/filing
  • Excellent typing skills
  • Presentation Preparation
  • Basic accounting or bookkeeping knowledge preferred

PHYSICAL AND MENTAL REQUIREMENTS/WORK ENVIRONMENT:

The job requires working, standing, bending, turning, reaching, talking, listening; works in a clean, well-lighted, heated and ventilated building. On occasion, must work outside.

  • Demonstrated ability to maintain a high energy level, be comfortable performing multi-faceted projects in conjunction with day-to-day activities, and effectively communicate with a variety of audiences in various settings.

DISCLAIMER:

The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, or to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications and objectives required of employees assigned to this job.

Job Type: Full-time


Benefits:

  • 401(k)
  • Dental insurance
  • Employee assistance program
  • Health insurance
  • Life insurance
  • Paid time off
  • Vision insurance

Schedule:

  • 8 hour shift
  • Day shift
  • Monday to Friday

Experience:

  • Microsoft Excel: 3 years (Preferred)
  • Microsoft PowerPoint: 3 years (Preferred)

Ability to Commute:

  • Oklahoma City, OK 73106 (Required)

Ability to Relocate:

  • Oklahoma City, OK 73106: Relocate before starting work (Required)
  • Work Location: In person

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