Job Details

Position Description

Title:   EXECUTIVE ASSISTANT

Status:   Full-time, Exempt (40 hours per week)

Work Schedule:  Generally scheduled up to 40 hours per week, Mondays – Friday, between 8:00 am and 6:00pm. Occasional late evening and weekend responsibilities (i.e., training and special events).  

Reports to: President & CEO

Boys & Girls Clubs of Monterey County (BGCMC) has an exciting opportunity for the right person to join our dynamic, forward-thinking team. We rely on the dedication of caring individuals to provide a safe, nurturing environment for kids to learn and grow. We take pride in our highly skilled, diverse, and committed team. We are educators, coaches, artists, mentors, community leaders, and ambassadors. Join a team of passionate individuals working to make a difference.

MISSION: “Our Mission is to inspire and empower the youth of Monterey County to realize their full potential to become responsible, healthy, productive and successful citizens.”

Position Summary

Boys & Girls Clubs of Monterey County is searching for a dynamic team member who is detail-oriented, extremely organized and has experience working in a C-suite environment. The Executive Assistant will work closely with the CEO, the leadership team, and critical stakeholders of the organization to help us further our mission – helping kids! The ideal candidate will be highly motivated, demonstrate the ability to prioritize deadlines, deliver exceptional customer service, and engage in a variety of responsibilities while working in a fast-paced environment. This is an excellent opportunity to join an organization with a powerful mission and a fun team to work with daily. The essential job duties for this role include:

CEO Support 

• Manage the CEO`s schedule for all internal and external meetings, including occasional travel with transportation and accommodation requests. 
• Coordinate executive communications, including calls, responding to emails, and interfacing with stakeholders.
• Prepare internal and external meeting communications, including board meeting minutes, committee meeting minutes, meeting invitations, and briefings after meetings.
• Maintain an organized system for daily, weekly, and monthly tasks and deadlines.
• Facilitate monthly expense budget for the CEO.
• Maintain the highest degree of confidentiality.
• Information procurement and synthesis for the CEO on a variety of topics related to community partners, donors, and stakeholders.
• Prepare speeches, presentations, and talking points for the CEO on an array of topics and for a breadth of constituencies.

Senior Leadership Team Support

• Serve as point person in supporting the executive team during monthly leadership team meetings by managing the agenda, sending out pertinent information, and taking minutes for the meeting
• Manage the monthly scorecard to track the progress on implementing BGCMC`s annual operations plan by working with multiple departments to ensure benchmarks and deadlines are being met.

Board and Committee Support

• Serve as staff liaison in supporting the Board of Directors. • Serve as the expert on Board by-laws and administer any changes or updates.
• Publish and distribute a weekly Board update. Publish and distribute a monthly Scorecard.
• Create documents, presentations, and other collateral materials for Board meetings. Send Board agendas and content per stated deadlines. Write error-free meeting minutes.
• Develop, assemble, and review all materials for the Board books.
• Serve as staff point for the board committees and assist on other special projects by conducting research, collecting and analyzing data, drafting reports, and preparing. presentations for internal and external stakeholders.
• All other duties as assigned.

To be successful in this role, the Executive Assistant must

• Excel in a fast-paced environment with multiple tasks and projects.
• Organize data points and information for projects related to the Board of Directors, leadership team, and donors in a manner that clearly and concisely communicates the desired objective.
• Bring excitement and energy for learning and taking on new projects.
• Excel at work that is self-directed with minimal supervision.
• Perform all clerical duties with excellence including but not limited to taking meeting minutes, maintaining files and confidential information, scheduling, and following up after meetings. 

Requirements

• A bachelor`s degree from a regionally accredited institution of higher learning in business administration, marketing, journalism, communications, or a related field of study.
• A minimum of 3-5 years of relevant experience.
• Advanced Microsoft Office skills, with an ability to become familiar with organizational-specific programs and software.
• Demonstrated experience working with Raiser`s Edge and NXT is preferred.
• Knowledge and commitment to the mission, vision, and values of Boys & Girls Clubs of Monterey County.
• Excellent communication skills, both verbal and written. Excellent presentation skills and PowerPoint proficiency.
• Exceptional interpersonal skills.
• Must love working with people and being willing to meet the needs of others, especially donors and Board members. Must have the ability to establish and maintain effective working relationships with various internal and external stakeholders.
• Strong organizational skills, project management, and problem-solving skills with impeccable multitasking abilities
• Must be extremely detail-oriented.
• Friendly and professional demeanor.
• Candidates must be able to pass a drug test, criminal and driving records investigations, and reference checks.
• The successful candidate will primarily work indoors. Accordingly, the ability to use a variety of equipment including janitorial and office equipment is required. The job requires the ability to stand for extended periods, kneel, reach, bend, and lift objects weighing more than 25 lbs. Outdoor work and moderate physically demanding activities may be required on occasion. The ability to read and write is necessary to complete reports, and properly document program, and organizational data.
• A valid driver's license and the ability to be insured under the company's insurance policy is also a requirement.

Compensation:

Pay Range: $80,000- $100,00 Commensurate with experience.

Benefits: Medical, dental, vision and life insurance, pension plan, 403(b) plan, paid time off including vacation, paid sick leave and paid holidays, professional development opportunities, and more.