GROW YOUR CAREER AT BIG BROTHERS BIG SISTERS
We’re always looking for talented, dedicated people who believe in the power of mentoring to change the life of a child for the better, forever. We are committed to a diverse workforce with representation from every walk of life. We recognize how our organization is greatly enhanced when we unite people of diverse backgrounds, experiences, and perspectives.
Please send resume, cover letters and other required application materials as stated in the job description to email@example.com. No phone calls, please. Qualified applicants will be contacted shortly.
JOB TITLE: Executive Assistant
REPORTS TO: Executive Director
FLSA STATUS: Full-Time, Hourly
AGENCY VISION and MISSION
Our Vision is successful mentoring relationships for all children who need and want them contributing to brighter futures, better schools, and stronger communities. Our Mission is to help children reach their potential through professionally supported, one to one mentoring relationships that have measurable impact.
This is a full-time role supporting the Executive Director. For this role, you’ll will be stationed at our Riverside Office with availability to work remote 1 day per week. Typical hours for this role are 9am-5pm, Monday-Friday; on occasion there is a need to work additional hours on evenings and weekends during a launch or other events throughout the year.
The mission of the Executive Assistant is to stay five steps ahead of their leader, tracking all of the administrative details, managing the donor database, and clearing the path for the ED to make the greatest contribution to the agency. The Executive Assistant will be a key asset to the ED by anticipating needs at an exceptionally high level, allowing the ED to develop vision and strategy for all aspects of revenue, programs, and executive leadership so that the mission of the Big Brothers Big Sisters infiltrates the region.
While repetitive tasks are certainly part of this position, the tasks assigned can vary from week to week based on the ED’s needs and the needs of the agency. The most important responsibility of the Executive Assistant is to ensure that: (1) administrative tasks and projects and (2) project manage fundraising activities are completed with a high level of efficiency, confidentiality, accuracy, flexibility, and positivity in order to support the initiatives of the ED.
The Executive Assistant will have the following primary responsibilities:
· Meeting management including preparing agendas, printing financial reports, taking notes, distributing action items, and other meeting needs;
· Communicating on the ED’s behalf both internally and externally;
· Email management on behalf of the ED and supporting ED with updating staff on tasks, deadlines, and action items;
· Running errands and attending in person meetings multiple times per week;
· Complex calendar management and scheduling (professionally) on behalf of the ED and other designated team members.
· Varying personal and professional administrative tasks including, but not limited to, booking appointments, research projects, coordinating travel, and ordering gifts/flowers, etc.
· Manages the donor database which includes: maintaining accuracy and integrity of database, real time updates, tracking donor management and prompting the ED for donor stewardship timelines;
· Perform office duties that include ordering office supplies and working with property manager;
· Other duties as assigned by the ED.
Database Knowledge: The ED’s EA will have a high attention to detail and accuracy, using their existing experience dealing with CRM systems, running report, updating information, and tracking donations.
Quality Communication: The EA must be an excellent communicator, in both written and oral form. This includes proficiency in spelling, grammar, and punctuation. This also includes being able to take a large amount of information and summarize it quickly both in writing and orally on a regular basis. You must also be able to track communication (and be very responsive) across multiple channels without losing any details. Those channels could include in-person meetings, virtual video calls, GoogleChat messages, text messages and/or emails.
High Level of Discretion: Since our EA will regularly work with confidential information,
discretion and sensitivity regarding financial information is a must. Team Player: In addition to working directly with the ED, the EA will also work with members of the leadership team at the Riverside office. They’ll need to be able to collaborate and communicate well with these team members, maintaining trust and unity amongst the team.
Affinity for Technology: Our executive assistant will not be intimidated by learning new technology. Proficiency in the following tech platforms is ideal: Zoom, Google Suite, SalesForce, Microsoft Office Suite.
Education: Some College, Bachelor’s degree preferred
Experience: 2-5 years supporting executives or directors.
Physical: Ability to bend, reach, and lift boxes and office supplies up to 30 lbs.
AGENCY REQUIRED SKILLS AND ABILITIES
Dedicated to meeting the expectations and requirements of internal and external customers; obtains first-hand customer information and uses it for improvements in products and services; talks and acts with customers in mind; establishes and maintains effective relationships with customers and gains their trust and respect; ensures customers feel they have been listened to; establishes credibility quickly.
Relates well to all kinds of people; builds appropriate rapport; practices active listening; builds constructive and effective relationships; deals effectively with diversity; uses diplomacy and tact; capable of diffusing difficult situations comfortably; manages frustration appropriately; is easy to approach and talk to; spends the extra effort to put others at ease.
Can marshal resources to get things done; orchestrate multiple activities at once to accomplish a goal; uses resources effectively and efficiently; arranges information and follows established process.
Is motivated by results; can be counted on to meet and exceed goals successfully; bottom-lined oriented; pushes self for results; sets clear objectives and measures, monitors process and progress; brings forward innovative practices and suggestions for improvements.
Promotes Vision and Mission
Effectively promotes the agency mission and vision, internally, as well as with the broader community.
The environmental conditions described are representative of those that must be met by an employee to successfully perform the functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.
· Routine office environment.
· Frequent independent travel.
The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and required skills. Job Description may be subject to change to meet the needs of the organization.
Your employment with BBBSOC/IE will be “at will,” meaning that either you or BBBSOC/IE may end your employment at any time and for any reason, with or without cause.