Executive Assistant

Position Title:              Executive Assistant

Reports To:                  Chief Executive Officer (CEO)

Supports:                     Chief Finance/Operations Officer (CFOO) and Chief Program Officer (CPO)

Status:                         Exempt/Full-Time

Location:                     Boys & Girls Club of New Rochelle, New York

 

Boys & Girls Club of New Rochelle Mission

To enable all young people, especially those who need us most to reach their full potential as productive, caring, responsible citizens.

Boys & Girls of New Rochelle Organization

Founded in 1929, the Boys & Girls Club of New Rochelle (BGCNR) has been a place of hope and opportunity serving thousands of youths and has been an integral part of the New Rochelle community, offering youth safe and achieve-driven programming, focused on the whole child, encompassing academics, mental wellness, fitness, leadership, and civics.

Today, we serve over 8,000 youth each year, at two clubhouses and 12 school-sites. We offer after-school, before-school, elective, and summer programming designed to maximize positive impact and drive successful outcomes.

It is an exciting time to be at the BGCNR as we continue to expand school-sites in Westchester, introducing and expanding innovative programs and activities, growing high need areas (health and mental wellness, STEAM/STEM, workforce development).

 

General Position

The Executive Assistant’s primary responsibility is to provide administrative support to the Chief Executive Officer, Chief Finance/Operations Officer, Chief Program Officer and staff to ensure all daily procedures are running smoothly.

 

Key Position Responsibilities

• Support CEO, CFOO and CPO in administrative, clerical and executive tasks, including donor and grant preparation, presentations, board reports, etc.
• Answer telephones, providing general and program information, referring callers to other staff or taking messages. Greet all parents, members and visitors.
• Schedule meetings, prepare meeting agenda and minutes and make logistical and travel arrangements necessary for internal and external meetings.
• Maintains BGCNR organizational calendar, directories and schedule of Club and School Site activities and events, collecting and disseminating information to staff, volunteers, members and families.
• Monitor and direct incoming mail; prepare outgoing mail for pickup.
• Monitor office supply inventory and order supplies.
• Maintain electronic and hard copy filing systems in centralized database, making sure they are accurate and timely facilitate easy retrieval of information.
• Operate office machineries such as computers, photocopiers, and printers; perform light maintenance and troubleshooting.
• Responsible for managing office equipment and service contracts, performing routine maintenance activities and contacting service representatives.
• Coordinate the use and organization of office space.

             

ADDITIONAL RESPONSIBILITIES:

• Liaison with program and site directors and provide support as needed.
• Assist with event planning and mailings.
• Assume other duties as assigned.

 

Relationship:

Internal:  Maintains close, daily contact with CEO, CFOO, CPO, Club and school site professional staff to ensure a positive, safe, and supportive environment. Maintain records, and provide organizational guidance on deadlines, procedures and other club needs.

External:  Maintains contact with members, families and general public to give and obtain information, either in response to inquiries or as instructed by CEO, CFOO, and CPO.

 

Required Knowledge, Skills and Abilities

• High school diploma required; academic background in business administration preferred.
• Several years of experience in administrative support roles.
• Bi-lingual in Spanish preferred.
• Excellent written and verbal communications skills.
• Strong customer service skills.
• Hands-on experience with MS Office Suite (particularly Outlook, MS Word, Excel, Power Point), experience with databases preferred.
• Solid time-management abilities with the ability to prioritize tasks.
• Effective problem-solver and detail-oriented.
• Discretion and ability to handle confidential issues.
• Ability to pass background screening including background screening.
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Physical Demands/Work Environment

Please evaluate and describe any physical skills, abilities or working conditions that are required to perform the essential duties of this position, as required by the Americans with Disabilities Act.

 

Disclaimer:

The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, nor to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications, and objectives required of employees assigned to this job.

Compensation:

Compensation and benefits will be competitive and commensurate with education and experience starting at $45-$55K.

A resume and cover letter should be sent to Becky Mazzanobile to ensure full consideration.

• Becky Mazzanobile, 917-501-6805, [email protected] bgcnr.org

The Boys & Girls Club of New Rochelle is an EOE/employer, offering excellent benefits and a competitive salary commensurate with experience.

Send cover letter and resume to Becky Mazzanobile, CEO  [email protected] .