Executive Assistant

The Boys & Girls Clubs of Tucson is currently accepting applications for a full-time Executive Assistant. Hours will be Monday Friday, 9:00 AM to 5:00 PM with occasional evenings and weekends.

Summary of Position:

The Executive Assistant provides administrative support to the Chief Executive Officer and the Board of Directors of the Boys & Girls Clubs of Tucson. Responsibilities include, but are not limited to: management of calendar and scheduling, preparation of correspondence and materials, travel arrangements, and communication and coordination with Board and Board Committees.

Duties and Responsibilities:

• Provide administrative support to the CEO through the facilitation of communication (follow-up with letters, memos, reports, e-mail, and telephone calls).
• Ensure the coordination and prioritization of the schedule and commitments for the CEO.
• Prepare materials for the CEO as required in advance of meetings.
• Organize travel arrangements for the CEO (flight, lodging, rental car).
• Communicate with members of the Board and other community partners on behalf of the CEO.
• Draft CEO meeting agendas

• Sort and prioritize incoming mail.
• Provide administrative support to the Boys & Girls Clubs of Tucson Board of Directors through the preparation and distribution of meeting notices, agendas, minutes, materials (including maintenance of board portal) and organizing any travel arrangements.
• The Executive Committee meets 12 times per year, the Board meets 6 times per year, and there are several other Board Committees that meet periodically throughout the year. The Executive Assistant provides administrative support to committee members through the preparation and distribution of meeting notices, agendas, and minutes (minutes - only for Executive Committee and Board Meeting).
• Coordinate all logistics for Board meetings, including the Annual Board Meeting in January, and the Board Retreat.
• Coordinate the orientation session for new Board members.
• Arrange meetings on behalf of the CEO or Board of Directors, including the Executive Committee and the Board, handling all necessary logistics.
• Responsible for distributing and tracking Board commitments, invoices and other forms.
• Maintain the Board Activity Report.
• Maintain the Board Bylaws and Policies.
• Preparation of Board meeting minutes in a timely fashion
• Publish Board directory yearly
• Assist with event planning, Board mixers, meetings onsite and coordinate via zoom
• Process and track Board member paperwork
• Draft board meeting agendas

Minimum Qualifications

Associates degree with a minimum of three years of professional administrative experience, preferably in a non-profit environment and or working with a Board; or an equivalent combination of education and experience. Must meet the requirements to drive for the organization including being at least 21 years of age, have a valid drivers license with good driving record and consistent access to a motor vehicle with required insurance coverage.

Desired Competencies:

• Excellent communication skills, both verbal and written, and interpersonal skills.
• Knowledge of office equipment and office procedures.
• Proficient in Microsoft Office Products Word, Excel, and Outlook
• High integrity and professionalism, respecting the confidential nature of donor information.
• Experience in writing business correspondence.
• Administrative experience with Board of Directors.
• Ability to take initiative to manage work flow and priorities, excellent organizational skills and multi-tasking ability.
• Excellent interpersonal skills with the ability to work effectively with all levels of staff, donors, and volunteers.
• Ability to work with deadlines and under pressure.
• Demonstrated experience recording accurate minutes of meetings

This is a full time position and eligible for benefits. Hourly wage is $18.00-$20.00/hour.

Pre-employment drug testing and a background check is part of our hiring process.