Executive Administrative Assistant

Description

Job Title: Executive Administrative Assistant

Supervisor: Chief Executive Officer (CEO)

Site Location: Boys & Girls Club of Clifton - 822 Clifton Ave, Clifton, NJ 07013

Exempt/Nonexempt: Full-Time, Non- Exempt 

About the Boys & Girls Club of Clifton: 

Clifton, New Jersey is the third most diverse city in America by languages spoken and has a proud history of being a first stop city for generations of immigrants. Since 1947 the Boys & Girls Club (BGCC) has supported the Clifton community in providing quality youth development programs for youth aged 3-18. The BGCC serves over 6,000 youth annually, and continues to grow, remaining dedicated to the community’s ever-changing needs. We are committed to ensuring every child has access to our exceptional programs and services, aiming to enrich their lives and shape their futures. We are seeking individuals who will listen to the children, respect, and honor their diversity, while helping us maintain a safe environment where they can have fun and be themselves. We are looking for passionate people who are excited to support our mission: to empower and inspire all young people, especially those who need us most, to realize their full potential as responsible, caring, and productive citizens. If you're ready to make a difference and help inspire our children, join us today!  

Position Overview: 

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.  

Key Responsibilities: 

· 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

Physical Demands:  

Standing, walking, run/ jog, leaning, bending, sitting. Must be able to lift 30lbs. 

Key Roles (Essential Job Responsibilities):  

The essential functions or duties are provided for illustration only and may include other reasonable tasks as assigned for the good of the Club.  

1. Approach to work is one of that is supportive, nurturing, and inclusive for all. 

2. Arrive daily for scheduled workday on time and prepared for work shift. 

3. Must clock in, or complete time sheet daily upon arrive and at the end of the work shift. 

4. Maintains a professional appearance and conducts business using a customer centered approach. 

5. Participates in staff meetings, surveys, questionnaires as needed by the program or organization. 

6. Acts as a role model by their actions in both their professional and private life. 

7. Contributes to ensuring a healthy and safe environment for members.  

8. Contributes to ensuring that facilities, equipment and supplies are maintained. 

9. Maintain confidentiality of members, employees, and Club information.  

10. Reports any suspected abuse to the proper authorities, to ensure that the proper steps in reporting and documentation are completed. 

11. Adheres to all policies and procedures.  

12. Assume other duties as assigned.  

Qualifications: 

Education 

o Must attain CPR/ First Aid and Child Abuse certifications within 90 days of hire.

o Non-profit experience preferred (working with non-profit Board as well)

o 3 years of experience preferred  

Skills 

o Exceptional organizational and time management skills

o Ability to manage sensitive and confidential information

o Strong written and verbal communication skills

o Proficient in Microsoft office, google workspace, zoom, calendar/meeting tools 

o Ability to work independently, anticipate needs, and adapt quickly 

o Demonstrated commitment to the Mission, values, and goals of the Boys & Girls Club of Clifton 

o Collaborative, mission-focused workplace culture 

o Familiarity with donor databases or CRM systems (Donor Perfect) 

Certifications 

o CPR and First Aid certification (or willingness to obtain). 

o Notary Public within 90 days  

Schedule 

Full Time, In-Person, 8 Hour Shift

Compensation: Commensurate to Experience  

We look forward to hearing from you and potentially welcoming you to our Boys & Girls Club of Clifton Team!