Executive Administrative Assistant

Boys & Girls Clubs of Western Pennsylvania • Pittsburgh, PA

9d • Onsite

About The Position

The Executive Administrative Assistant plays a vital role in ensuring the effective operation of BGCWPA’s Administrative Office. This position supports organizational efficiency by managing day-to-day office functions, responding to internal and external communications, supporting Clubhouse operations, and assisting with membership systems and scholarship processing. This highly visible and collaborative role requires exceptional organization, professionalism, and customer service, as the Executive Administrative Assistant is often the first point of contact for staff, families, and community partners.

Requirements

• A passion for youth-serving work and strong alignment with BGCWPA’s mission
• Exceptional organization, attention to detail, and ability to prioritize tasks
• Excellent written and verbal communication and professional demeanor
• Strong problem-solving, time management, and interpersonal skills
• Ability to respond to calls and emails within 24 hours
• High proficiency with Google Suite and comfort learning new systems (e.g., Procare, ACTIVE)

Nice To Haves

• Completed or working toward a degree in Business Administration, Nonprofit Management, Education, Social Entrepreneurship, or a related field
• Customer service and administrative experience in a fast-paced, high-impact environment
• Flexibility and enthusiasm for both independent and team-based work

Responsibilities

• Serve as the primary receptionist for the administrative office—answering calls, greeting visitors, and receiving deliveries
• Monitor and respond to general organizational email accounts
• Maintain office cleanliness and manage ordering of supplies, including food orders (Instacart, teen snacks) for Clubhouses
• Track and communicate spending to the Finance Department for accurate program allocation
• Manage organizational filing systems, online onboarding and enrollment systems, and maintain internal records
• Support the implementation of programs across Clubhouses using ACTIVE and Procare, Pipefy, and any additional BGCA related programs.
• Maintain and track records related to scholarship, discount, and subsidy programs for Club memberships
• Respond to parent inquiries and enrollments in a timely, professional manner
• Proactively communicate enrollment updates, concerns, and scholarship status to the Area Director’s and Site Director’s
• Communicate with Early Learning Resource Center Partners (ELRC) in managing enrollment of families utilizing childcare subsidies.
• Provide timely, friendly, and solution-oriented communication to staff, families, and partners
• Represent BGCWPA’s values of inclusivity, professionalism, and hospitality as the first face of the administrative office
• Build knowledge of all Clubhouse locations, programming, and procedures to support organizational operations
• Maintain strict confidentiality regarding sensitive family and organizational information
• Complete and maintain DHS-compliant staff files to serve as supporting documentation for each Clubhouse site.
• Be available for flexible assignments in support of site-level and organizational needs
• Support with documentation and filing of safety committee notes, and child incident reporting.
• Ensure all monthly attendance for the ELRC and PKC is entered into Pelican.
• Ensure all certification and compliance documents are organized and filed for each site.

Benefits

• CPR & Pediatric First Aid
• Child Abuse, Criminal History, FBI Clearance, NSOR Certificate, PA Disclosure, Mandated Reporter Certification
• PA Staff Health Assessment and TB Test

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed