Administrative Assistant to CEO & VP of Development & Marketing en Boys and Girls Club of Carson Inc

Description

Boys & Girls Clubs of Carson’s Mission:

The Boys & Girls Clubs of Carson (BGCC) offers our young people a safe environment where they can have fun and be themselves, dedicated adult mentors who respect and listen to them, and outcome-based programs that empower youth to become lifelong learners.

Job Summary

The Administrative Assistant’s responsibilities include managing calendars, prioritizing emails and phone calls, gathering documents and reports to prepare for meetings, preparing expense reports, reconciling credit card statements, supporting events, managing donor database, drafting and mailing donor thank you letters, organize and mail annual campaign mailers, communication with board, assisting CEO and VP of Development with other administrative needs. They are responsible for managing the schedules and communications of the CEO and VP of Development and Marketing. To be successful in this role, you should be well-organized, customer service oriented, and demonstrate initiative while using sound judgement. Ultimately, you will contribute to the efficiency of our organization by providing personalized and timely support to executive and Board Members.

Role and Responsibilities

Board Liaison (30%)

• Coordinate Board meetings: prepare materials, attend meetings, record and distribute meeting minutes and agendas.

• Record Board engagement and contributions.

• Facilitate onboarding of new board members and yearly recertification.

• Support CEO and VP of Development & Marketing with board communication and outreach.

Development Support (50%)

• Maintain and update the donation database of each gift, grant and in-kind donation received.

• Responsible for gift processing, including timely acknowledgement letters, issues receipts, and other applicable documentation to donors.

• Coordinate the annual fund program, including mailings, proposals, annual reports, and other donor communication as required.

• Assist the VP of Development and Marketing with annual campaigns and other major fundraising initiatives.

• Provide administrative and development support to Boys & Girls Clubs of Carson’s major fundraising events including supporting volunteer event committees.

• Support onboarding of potential new systems for department such as a registration tracking system for events, the integration of software systems and/or an auction transaction system.

• Research products and/or services needed to enhance development administrative and operations procedures.

• Provide additional administrative support for RD department as needed.

• Liaison and support to event producers for special events including the annual Breakfast, Gala, Youth of the Year and other events as needed.

• Provide support to the Development team during critical event time, such as preparing and mailing sponsorship letters, obtaining auction items, ordering awards, etc.

• Update and maintain VIP list and registration platforms for each special event.

• Support VP of Development & Marketing and event manager in tracking event budgets and preparing final reports.

Administrative Support (20%)

• Act as the point of contact among executives, employees, and external partners.

• Manage information flow in a timely and accurate manner.

• Manage executives’ calendars and set up meetings.

• Track daily expenses and prepare weekly, monthly or quarterly reports, including reconciling credit card statements on a monthly basis and in accordance with SOP.

• Maintain resource development supplies and collaterals.

• Support purchasing of Development Department supplies.

• Create copies, scan files, and complete similar document related tasks.

• Format information for internal and external communication – memos, emails, presentations, reports.

• Attend and take notes during meetings.

• Screen and direct phone calls and distribute correspondence.

• Organize and maintain the office filing system.

• Support in other duties as assigned.

Requirements

Skills/Knowledge Required

• A BA degree and/or equivalent experience with a minimum of 2 years of administrative experience or similar role. Experience in database management, or other fundraising/CRM system is required.

• Exceptional skills in the areas of organization, attention to detail, time management, and ability to manage multiple tasks, define and set priorities and problem solve.

• Ability to exercise discretion and confidentiality.

• Excellent oral and written communication skills.

• Ability to take initiative with projects to work both independently and in a team.

• A personal mission, vision and values that align with Boys & Girls Clubs of Carson.

• Prior non-profit work experience a plus.

• Proficiency using MS Word, Excel, PowerPoint, Outlook, Publisher, Canva and the Internet, Adobe Photoshop a plus. Graphic design experience is a plus.

• Ability to consistently work a twelve-month position, including evening and weekend work as required. Must have reliable transportation to all work-related activities including evening and weekend work.

• A valid California State Driver’s License.

ENVIRONMENT AND WORKING CONDITIONS

Tasks are regularly performed with moderate exposure to environmental conditions such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, and temperature and noise extremes.

PHYSICAL AND MENTAL REQUIREMENTS

Tasks involve the ability to exert very moderate physical effort in light work, typically involving some combination of standing for long periods of time, stooping, kneeling, crouching and crawling, and which may involve some lifting, carrying, pushing and/or pulling of objects and materials of moderate weight up to 25 pounds.

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.

BENEFITS

· Health Insurance – BGCC pays 100% premium cost for employee

· Dental Insurance – BGCC pays 100% premium cost for employee

· Vision Insurance – BGCC pays 100% premium cost for employee

· Life Insurance – BGCC pays 100% premium cost for employee

· Long-Term Disability Insurance – BGCC pays 100% premium cost for employee

· 401(k) Retirement Savings Plan

· Paid Vacation and Sick Time Accrual

· Employee Assistance Program 

Once an offer has been made, applicant must complete a background check, live scan and drug screening.