Executive Administrative Assistant

Boys & Girls Club of Clifton•Clifton, NJ

22d•$45,000•Onsite

About The Position

The Boys & Girls Club of Clifton is seeking a highly organized, initiative-taking and mission driven Executive Administrative Assistant to support our CEO. This individual will play a key role in ensuring the CEO’s day-to-day operations run smoothly, helping maximize their impact and time. The EAA will serve as gatekeeper, liaison, and thought partner who will manage communications, scheduling, information flow and special projects.

Requirements

Must attain CPR/ First Aid and Child Abuse certifications within 90 days of hire.
Exceptional organizational and time management skills
Ability to manage sensitive and confidential information
Strong written and verbal communication skills
Proficient in Microsoft office, google workspace, zoom, calendar/meeting tools
Ability to work independently, anticipate needs, and adapt quickly
Demonstrated commitment to the Mission, values, and goals of the Boys & Girls Club of Clifton
Collaborative, mission-focused workplace culture
CPR and First Aid certification (or willingness to obtain).

Nice To Haves

Non-profit experience preferred (working with non-profit Board as well)
Familiarity with donor databases or CRM systems (Donor Perfect)
Notary Public within 90 days
3 years of experience preferred

Responsibilities

Manage and maintain the CEO’s calendar, schedule meetings, and coordinate logistics
Prepare materials for meetings and presentations; ensure CEO is prepared and briefed in advance
Manage confidential correspondence and communication with internal and external stakeholders
Track action items and follow up on any outstanding tasks
Coordinate logistics and materials for Board meetings and senior leadership team meetings
Take meeting minutes, summarize key outcomes, and support follow-up on action items
Maintain accurate records, files, and documentation for board and executive activities.
Collaborate closely with Board, COO, CDO, CFO, and other Directors
Prepare, publish, and post agendas, meeting notices and other related materials for meetings
Internal: Serve as the first point of contact for the CEO; field inquiries and prioritize request
Maintains close daily contact with Club staff (professional and volunteer) and supervisor to receive/provide information, discuss issues, explain guidelines/instructions; and advise counsel
Support high-priority projects and strategic initiatives by tracking timelines
Conduct research and compile data to support decision-making
Provide administrative support to all departments as needed
Maintain records of all payments and donations received
Adhere to the Club Personnel Policies and Practices and for the implementation of the Club Discipline Policies and Guidelines
Must be able to pass a background check. Consisting of two NJDCF required checks and one organizational check.
Must be able to pass a drug/alcohol test at the employer’s request and comply with a “Drug Free” policy.
Must be able to provide a valid (acceptable) identification for the completion of the employment eligibility verification information in accordance with the I-9.
Flexible and able to adapt to changes in the work environment.
Have access to reliable transportation to commute, to and from work to program locations, and for activities (such as meetings, classes, and workshops in and out of the immediate area.)
An understanding of the Club’s mission and values.
Ability to critically assess situations, solve problems, work effectively in stressful situations.
Ability to understand and carry out varied instruction and procedures with minimal supervision.
Ability to communicate effectively and exhibit excellent relationship building skills with all levels of employees, management, and students (families).
Attend all required staff meetings and trainings.
Completes 20 hours of training annually, as required by NJDCF.
Perform other duties as assigned by the Chief Executive Officer