Boys & Girls Clubs of America

  • Executive Coordinator

    Posted Date 3 months ago(2/21/2018 9:36 AM)
    Job ID
    2018-3042
    Category
    Major Metro Services
    Location
    Atlanta, GA
  • Overview

    Under the supervision of one or more assigned National Vice Presidents, the Executive Coordinator, works closely with assigned National Vice Presidents, within the Program Operations Leadership Development (POLD) division. The Executive Coordinator is responsible for providing strong coordination and administrative support to ensure the smooth functioning of the department, having responsibility for assisting with key projects and providing day-to-day support on a broad spectrum of key initiatives.

    Responsibilities

    Provide Administrative Support to National Vice President(s)

    • Manage and coordinate day-to-day support to the National Vice President(s) applying appropriate prioritization and skill.
    • Coordinate and manage travel, hotel and transportation arrangements, schedules and all logistical requirements (domestic and international).  Prepare preliminary itineraries for review and post final in Outlook.  Provide timely AAA air travel information to accounting for each trip and prepare post-travel expense reports completed in accordance to the one month/one trip accounting requirement.
    • Provide daily telephone coverage routing messages appropriately and handling routine inquiries.  In concert with the NVP(s) ensure appropriate follow-up of requests and inquiries are fulfilled.
    • Compose or transcribe, edit, review and proofread written draft responses to correspondence or other documents to be sent under the signature of the NVP(s).
    • In concert with the NVP(s) manage communications across depts., local Clubs, and other external stakeholders.
    • Organize and maintain the NVP(s) electronic filing system, storing documents as required.
    • Ensure mail is opened and date stamped in a timely manner, sorted and appropriately routed.  Provide immediate attention and handling to urgent mail.
    • Compile expense reports, track and maintain reimbursement of those expenses for the NVP(s).  Receive, review, organize and track expense reports from direct reports of the NVP(s).   Obtain appropriate signatures, notify direct report when forwarding to Accounting for payment.

     

    Manage Projects

    • Create and maintain spreadsheets for data collected, composing any necessary reports as requested.
    • Ensure critical deadlines are met and that project timetables are adhered to or adjusted as needed.
    • Prepare presentations, gather and collate materials and ensure timely preparation and dissemination of information regarding a wide variety of on/off site meetings and special projects related to the meetings for the NVP(s).
    • As directed by the NVP(s) support the development of budgets and concept papers for funding proposals.
    • Maintain partnerships with internal departments to help facilitate resources and information needed to complete projects in a timely manner.
    • Create and maintain systems for short and long-term information storage and retrieval. (i.e. Key Performance Indicators, Standards of Organizational Effectiveness and Formula For Impact assessments).
    • With direction from the NVP(s) maintain a database of internal and external consultants.
    • As directed by the NVP(s) manage grants & dept. budgets. Forwarding to Accounting for paymentEnsure payment processing.
    • Under the direction of the NVP(s) manage the collection of data for risk assessments, safety audits, and training & resources on Child & Club Safety.
    • Represent and ensure appropriate assistance to other departments as needed. Provide back up to phones, escorting guests, delivery of materials within building and other assistance that may be needed to promote the smooth functioning of the entire organization on behalf of the NVP(s).  As needed, assist with projects.

     Support Business Operations of Service

    • Assist other staff as requested.
    • Demonstrate BGCA mission driven values of integrity, excellence and inclusion and integrate into work environment and ways of work.
    • Adhere to organizational policies and procedures as described in BGCA’s Employee Handbook, Ethics Policy and elsewhere

     

    Skills and Traits

     Relationships and Teambuilding

    • Builds trust and rapport quickly
    • Relates well to people of varying backgrounds
    • Shares information in an open and transparent fashion
    • Is tactful and respectful
    • Has a network of contacts
    • Addresses conflicts constructively 

    Communication

    • Expresses self clearly and concisely verbally and in writing
    • Adapts messages to the audience
    • Presents in interesting and engaging way
    • Focuses attention on important items
    • Listens effectively
    • Good grammar, editing and proofreading skills

     Customer-focus

    • Readily responds to customer needs
    • Ensures resolution of problems or issues
    • Establishes credibility and a trusting relationship with customer
    • Asks for and listens to customer needs
    • Professional telephone presence

    Integrity

    • Treats others fairly and consistently
    • Deals with others in an honest manner
    • Accepts responsibility for actions
    • Confronts unethical behavior
    • Acts according to stated intentions
    • Deals appropriately with confidential and sensitive matters and information

     Attention to Detail

    • Pays attention to detail while not losing sight of the larger perspective
    • Produces thorough and error-free outcomes
    • Encourages others to take responsibility for important details

    Project Management

    • Effectively scopes and charters the project
    • Monitors progress and intervenes in a timely way when course correction is needed
    • Brings projects to closure

    Problem-Solving and Decision-making

    • Analyzes volumes of information
    • Thinks critically
    • Evaluates assumptions and alternatives
    • Makes decisions in face of uncertainty
    • Focuses on issues with greatest potential

     Execution

    • Creates and communicates tactical objectives and action plans
    • Monitors progress
    • Holds self and others accountable for completing tasks on schedule

     Determination, Adaptability and Tenacity

    • Anticipates and overcomes obstacles
    • Exhibits resourcefulness and finds alternatives
    • Takes appropriate risks
    • Learns from challenges
    • Maintains positive outlook under pressure
    • Puts in extra effort when necessary

     

    Qualifications

    Education and Experience

    • Associate’s degree or education/experience equivalency required
    • Minimum of five years general administrative support/office support experience required; minimum of two years in direct support for a senior leader   
    • Advanced proficiency in Microsoft Word, Excel, PowerPoint, Access, Web page editing, and Outlook
    • 50-60 words per minute typing with high degree of accuracy
    • Operational knowledge of office equipment
    • Proficient in drafting or transcribing, editing and proofreading documents

     

    Environmental and Working Conditions

    Normal internal office environment. 

     

    Physical and Mental Requirements

    Ability to carry out detailed and complex instructions; ability to interact with coworkers and public by telephone and in person as a member of a team to provide services to customers, both external and internal; ability to perform a variety of duties and to prioritize tasks to meet organizational needs.  Ability to clearly and concisely exchange ideas, facts and/or technical information and guidance in person, by telephone, email, fax or correspondence.  Physical requirements include: sight, hearing, sitting for four + hours a day, standing for one to two + hours a day, stooping; skills essential for successful communications include speaking, writing and reading comprehension.

     

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