Hybrid Executive Assistant na Boys & Girls Club of Lake County

JOB TITLE: Executive Assistant
EMPLOYER: Boys & Girls Club of Lake County (BGCLC)
DEPARTMENT: Administrative
REPORTS TO: Chief Executive Officer (with task coordination from Chief of Staff as needed)
STATUS: Full-Time, Non-Exempt
PAY: $21/hour
SCHEDULE: 30 hours per week, 8:00 a.m.–2:00 p.m., fully in person — no hybrid schedule 

SUMMARY
The Executive Assistant provides high-level administrative support to the Chief Executive Officer (CEO) and coordinates essential functions of the administrative office. This role ensures efficient operations, supports governance and external relations, and facilitates communication across internal and external stakeholders. The position requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment. 

DUTIES AND RESPONSIBILITIES 

• Coordinate Board and Board Committee meetings, including scheduling, agendas, materials, and minutes.
• Maintain Board records, track compliance requirements, and distribute Board communications.
• Ensure follow-up on Board action items and assist in maintaining momentum on high-priority initiatives.
• Document outcomes of meetings with partners, donors, and prospects; record details in the organization’s CRM system; coordinate follow-up communications and schedule subsequent meetings.
• Manage the CEO’s calendar to align with organizational priorities.
• Monitor incoming communications to the CEO’s office and facilitate timely responses.
• Prepare correspondence, reports, and presentations for the CEO.
• Arrange travel and accommodations; prepare and submit expense reports.
• Assist with internal meetings and events hosted by the executive office through planning and logistics.
• Maintain organized electronic and paper filing systems for the executive office.
• Provide general administrative office support, including ordering and maintaining supplies, coordinating basic servicing of office equipment, liaising with service vendors, and greeting visitors in a professional manner.
• Proofread documents for accuracy and format prior to review/signature.
• Provide administrative backup for other leadership team members as needed.
• Perform other related administrative duties as assigned.

QUALIFICATIONS 

• Bachelor’s degree preferred.
• Minimum of three years of administrative experience, preferably in a nonprofit or executive support role.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite and familiarity with CRM systems.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Professionalism, discretion, and ability to maintain confidentiality.

CORE COMPETENCIES 

• Customer Service – Responds promptly to requests; meets commitments.
• Dependability – Fulfills responsibilities consistently and meets deadlines.
• Ethics – Works with integrity and ethically; upholds organizational values.
• Organizational Support – Follows policies and procedures; supports goals and values.
• Planning/Organizing – Prioritizes and plans work activities; uses time efficiently.

PHYSICAL DEMANDS AND WORK ENVIRONMENT 

• Regularly required to sit, stand, and walk.
• Frequently required to use hands to handle or operate standard office equipment.
• Must occasionally lift and/or move up to 25 lbs.
• Primarily office-based work environment with minimal travel between sites as needed.

DISCLAIMER:
The above is intended to describe the general content and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities, or physical requirements. Duties may change at any time with or without notice. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.