Executive Administrative Assistant

Boys & Girls Club of Clifton, Inc.-posted 6 months ago
$45,000 - $45,000/Yr
Full-time • Entry Level
Onsite • Clifton, NJ
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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.

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