Office Manager

4 weeks ago

Scottsdale, United States Boys & Girls Clubs Of Scottsdale Inc Full time

The Office Manager & Executive Assistant has primary responsibility for administrative support to the President/CEO, Board of Governors, and related committees. This position would also be responsible for front desk duties (such as answering phones, mail, greeting guests, and other front desk duties as assigned). Additional responsibilities include working directly with and supporting the President/CEO by scheduling meetings and travel, managing calendars, and helping as tasks and projects arise, stocking supplies and kitchen supplies, as well as organizing support services luncheons or events. Examples of projects include, but are not limited to special events, building projects, and fundraising programs. Responsible for using discretion in communications and maintaining the complete confidentiality of all information.

**ESSENTIAL FUNCTIONS**

Essential functions and responsibilities include, but are not limited to:
**_ Resource Management:_**
- Serves as a liaison with the President/CEO’s staff, Board of Governors, related committees, and other professionals supporting BGCS.
- Retains and updates contact information of donors, community leaders, and other important contributors.
- Produces donor reports for senior management and Board reports.
- Enters new constituent (donor and prospect) information gained from CEO, other senior staff, Board members, and/or via research and other methods.
- Performs queries and reports as needed.
- Designs templates for securing and presenting information on donors and prospects.
- Maintains constituent records for up-to-date contact information.
- Greets and directs visitors to the main office location.
- Coordinates meetings for fundraising.

**_
Scheduling:_**
- Manages President/CEO’s calendar.
- Schedules meetings for President/CEO to meet with key contributors to BGCS programs and development.
- Coordinates Board meetings through agenda planning, meeting invitations, and conference call setup.
- Organizes travel arrangements for President/CEO and out-of-town guests.
- Assists with off-site meeting arrangements for staff such as conference registrations and Area Council Meetings.
- Estimates appropriate times for meetings by arranging appointments and giving consideration for meeting discussion and travel time.

**_
Front Desk/ Office Responsibilities:_**
- The front desk performs clerical, secretarial and administrative work in answering telephones, providing customer assistance, data processing, and record-keeping.
- Maintains office procedures and assists with administrative tasks. Creates a FAQ on administrative duties and how to perform them should this person be out of the office.
- Distributes and creates materials as necessary.
- Ensures printers and other office equipment are working properly.
- Regularly check for supplies and make supply orders as needed.
- Assists HR and CEO on office culture/events/activities for administrative staff.
- Manage budget for the Support Service office and supplies.

**_Additional Responsibilities:_**
- Supports and mirrors the culture, mission, values, and core beliefs of Boys & Girls Clubs of Greater Scottsdale.
- Ensures President/CEO, Board of Governors, and related committees are provided with the information and support necessary to fulfill their objectives.
- Prepares invoices, reports, memos, letters, and other documents.
- Analyzes incoming memos, submissions, and other inquiries to determine significance and plan distribution.
- Prepares meeting materials such as handouts, agendas, and refreshments.
- Performs additional general office duties as needed: orders supplies, organizes materials, and maintains records.
- Coordinates items for Arizona Alliance and community-based organizations (records minutes, prepares agenda, schedules meetings, etc.).
- Provides administrative support to members of the Senior Leadership Team, as directed.
- Promotes an inclusive, welcoming, and respectful environment that embraces diversity.
- Other duties as assigned.

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