Executive Assistant to Chief Executive Officer

POSITION DESCRIPTION

Please read the following job description thoroughly to ensure you are the right fit for this role before applying.

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, databases and confidential files with accuracy and discretion.
• 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

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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