Executive Assistant & Office Manager

JOB SUMMARY:

The Executive Assistant is responsible for providing administrative support to the President & CEO. The Executive Assistant prepares information and briefing materials for the CEO’s use in meetings with organizations and external stakeholders, staff, Board of Directors, and outside parties. S/he assists with special projects, creating reports, statistical tracking, and coordination of Board activities. The Executive Assistant is also responsible for managing BGCMA’s office, including management of outside office vendors, and overall office services. 

ESSENTIAL JOB FUNCTIONS AND ACCOUNTABILITIES:

Executive Assistant to CEO

• Manage CEO and calendar and appointments. 
• Handle incoming calls and visitors for the CEO.
• Schedule and coordinate the CEO and meetings (internal and external) and maintains BGCMA shared calendar.
• Provide background information and prospect research for key meetings of the CEO, and Senior Leadership Team. 
• Compile expense reports and other forms for processing. 
• Sort and track the correspondence (both mail and email) and record outreach activities. 
• Provide logistics and planning support for a variety of special events, board meetings, and other organizational meetings. 
• Assist with the preparation and editing of correspondence, reports, and presentations. 
• Prepare agendas, materials, and minutes (as appropriate) for internal and external meetings.
• Support special projects as needed. 
• Ensure the CEO has the appropriate meeting notes, briefing materials, and deliverables prepared in advance of key meetings and engagements.

Board Support

• Plan, track, and organize board of director meetings, committee meetings, dinners, and their related communications. 
• Prepare meeting materials, serve as an internal and external liaison, handle event management and logistics (including catering and travel), room setup, maintain and order supplies, and disseminate information for the CEO and board events. 
• Act as intermediary with offices of board members. 
• Support organization in maintaining and organizing institutional records. 

Office Manager

• Supervise interns as available.
• Manage the Support Center Budget
• Manage and supervise the Office Assistant/Administrative Coordinator.
• Manage service contracts and contact office vendors and service representatives as needed. 
• All other duties as needed.

EDUCATIONAL QUALIFICATIONS AND SKILLS:

Education

• B.A./B.S. degree or equivalent experience. 

Experience

• Three years of comparable administrative experience or experience at BGCMA. 

Skills

• Commitment to BGCMA’s mission. 
• Excellent interpersonal and customer service skills required. 
• High level of professionalism.
• Ability to handle confidential information ethically. 
• Ability to participate as a team member but demonstrate a high level of self-motivation and ability to work independently. 
• Ability to multi-task and manage competing priorities in a fast-paced environment. 
• Excellent communication in speech and writing. 
• Intermediate to advanced knowledge of all aspects of the Microsoft Office suite required. 
• Must accurately type at least 60 w.p.m.

ENVIRONMENT & WORKING CONDITIONS:

• Hybrid office environment; 2-3 days in office per week to support duties listed above. Sporadic evening work to support and occasional weekends to support the CEO and the organization’s fundraising events, special events, and activities. Frequent internal contacts with employees throughout the organization is required. Physical requirements include walking, climbing stairs, and sitting for four-plus hours per day. Light work, exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently.

EMPLOYEE CLASSIFICATION:

• Exempt employees are not entitled, under the Fair Labor Standards Act (FLSA), to the protections of the wage and hour laws of the state or the FLSA. Exempt employees must always be paid on a salary basis and not be subject to reduction based on the quality or quantity of work performed.