Executive Assistant

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Job description

Overview:

Join Our Team as an Executive Assistant!

Imagine a place where who you are, where you're from or the circumstances that surround you don't determine your access to experiences or opportunities. Now imagine a mission, created to enable all young people, especially those who need us most, to reach their full potential as productive, caring, responsible citizens. The Boys & Girls Clubs are making that vision a reality - in your community and communities around the world.

Click here to hear from our President and CEO, Jim Clark, about what makes working at Boys and Girls Club of America (BGCA) so special.

Job Summary

As the Executive Assistant (EA) to the Human-Centered Strategies Executive, you will play a pivotal role in ensuring the smooth and efficient operation of the department. Acting as the executive's right hand, you will handle a wide range of administrative and strategic tasks essential to the success of the Human-Centered Strategies department. This role is ideal for someone who thrives in a dynamic environment, is highly organized, and is passionate about supporting diversity, equity, and inclusion initiatives. This position reports to the Diversity, Equity and Inclusion Officer, is onsite, office-based in Atlanta, GA, following a hybrid model with 3 days remote and 2 days in the office (Tuesday & Wednesday).

Success in this role will be measured by your ability to complete tasks efficiently and to a high standard, maintain clear and professional communication, safeguard sensitive information, and proactively solve problems. Additionally, you must ensure alignment with the department's goals and maintain high levels of stakeholder satisfaction through exemplary support.

Responsibilities:
Key Responsibilities:

Technical Competencies and Efficiencies:

Microsoft Suite Applications:

Power BI: Learn and proficiently access metrics, reports, and dashboards.

MS Teams: Manage communication and collaboration, including setting up channels, organizing meetings, and integrating other applications.

Outlook: Advanced calendar management, meeting scheduling, and email correspondence. Proficiency in automating routine tasks.

PowerPoint: Expert in creating high-impact, branded presentations.

Excel: Advanced data analysis, complex formulas, pivot tables, and process automation.

Alchemer Software: Access completed surveys and reports.

Mural Software: Learn and utilize Mural for virtual project collaboration.

Operational Efficiency: Demonstrate exceptional time management by prioritizing tasks and managing multiple projects simultaneously, ensuring all milestones are met. Continuously seek to improve administrative processes for increased productivity while maintaining the highest level of confidentiality and discretion.

Communication and Collaboration: Effectively manage relationships with internal and external stakeholders, ensuring clear and consistent communication. Organize and facilitate meetings, draft professional correspondence, and foster a culture of teamwork through seamless cross-functional collaboration.

Strategic Support: Leverage data and analytics to inform decision-making and support the department's strategic goals. Assist in developing and executing strategic plans while providing essential support during transitions and implementing new tools and processes for effective change management.

Professionalism and Adaptability: Provide empathetic support to the executive, anticipating needs and offering solutions that reduce stress. Demonstrate flexibility in adapting to shifting priorities while upholding the principles of diversity, equity, and inclusion.

The ideal candidate will be proactive, detail-oriented, empathetic, and capable of anticipating needs. They should be highly organized, adaptable to change, and able to manage multiple tasks simultaneously. Discretion and trustworthiness are essential, along with a polished and professional demeanor in all interactions. You will efficiently manage the day-to-day operations for the executive by:

Organizing and prioritizing the executive's schedule to ensure efficient meeting setups.

Managing all communications, including emails, phone calls, and memos.

Coordinating tasks from the executive, ensuring they are completed on time.

Preparing agendas, taking minutes, and following up on action items from meetings.

Handling sensitive information with the highest level of discretion.

Assisting in executing various projects related to human-centered strategies.

Providing regular status reports on tasks, projects, and key initiatives.

Qualifications:
Required Skills, Knowledge, and Experience:

The EA will have strong administrative skills, including managing calendars, communications, and tasks for senior executives, along with project management experience. They should excel in communication, be proficient in office software and project management tools, and have a solid understanding of inclusive practices. Additionally, they should possess organizational acumen, with a clear understanding of the organization's goals, challenges, and key players.

2-5 Years of Experience: In a similar role supporting senior executives, preferably in a nonprofit, education, or human services environment.

Experience in DEI or Related Fields: Experience supporting diversity, equity, and inclusion initiatives is highly beneficial.

Proven Track Record: Success in managing complex schedules, communications, and projects.

Experience in Confidential Settings: Handling sensitive and confidential information with discretion.

About Human Centered Strategies Department. Why does it exist? How does it fit into the BGCA ecosystem and Field Operations?

The Human-Centered Strategies (HCS) department in the Field Operations division of Boys & Girls Clubs of America develops people engagement systems, processes, and practitioner behaviors essential to modern and progressive professional staff development in Boys & Girls Clubs. This department serves as a pivotal resource for Club Executives, local Boards, Staff, youth, teens, families, and communities, ensuring that all strategies align with tacit overarching shared goals and espoused values.

Focusing on seven key areas-Accessibility, Belonging, Culture, Diversity, Equity, Inclusion, and Justice-the department is committed to a holistic human-centered approach that appreciates everyone's identity as an individual and as a member of their respective groups. By respecting diverse perspectives, we collectively create inclusive environments of belonging to maximize youth impact. The department's role is to design human systems that remove barriers, create connection and acceptance, cultivate a positive and inclusive organizational culture, and advocate for social justice.

With our Boys & Girls Club's Mission, Commitment to Youth and Teens, ICARE Values, and Future Ready strategic direction, the Human-Centered Strategies department in Field Operations serves Clubs in three primary areas: Human-Centered Strategies, Community Engagement, and Culture & Capacity Building.

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Benefits Information

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About Boys and Girls Club of America

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