The Executive Assistant reports directly to and works closely with the Senior Vice President, Field Services having responsibility for assisting with key Field Services projects and providing day-to-day support on a broad spectrum of key initiatives/initiatives. In addition, this position is responsible for preparation and communications for BGCA Board of Governors and committee meetings and works closely with pass through funding from various sources to clubs in support of Field Services operations.
• With collaborative efforts, draft letters of agreement (LOA) for pass through funding; obtain appropriate signatures, create spreadsheets for tracking transactions and reimbursements for programs, status of LOAs, transactions, invoices and validation of contract specifications and checks.
• Monitor all processes to ensure critical deadlines are met, invoices are received and payments are processed on time.
• Create and update annual scorecard spreadsheets for all regional offices.
• Perform the annual filing of the Combined Federal Campaign application, for Indian Country, with the Office of Personnel Management to ensure BGCA compliance.
• Process grants for Clubs receiving non-federal funds.
• Assist Administrative Services department with tracking Club membership applications for Senior Vice President’s review and response.
• Manage the Senior Vice President, Field Services project/task list. Ensure timetables are adhered to or adjusted as needed. Ensure follow-up actions are initiated and tracking of deliverables are recorded. Keep Senior Vice President informed on the status of all action items related to the project/task list.
• Work closely with Payroll to ensure all funds and tracked deductions are made as instructed by employee(s).
• Coordinate annual Performance Accountability Plans for the department by sending notifications of deadlines on performance reviews, Significant Achievement Awards, key meetings; check for ratings, comments, and appropriate signatures, record on composite tracking sheet and prepare for Human Resources.
Administrative Support and Coordination
• Manage and coordinate day-to-day support to the Senior Vice President, Field Services applying appropriate prioritization and skill.
• Coordinate and manage travel, hotel and transportation arrangements, schedules and all logistical requirements for Senior Vice President’s field travel (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.
• Assist in the development and management of the Field Services budget. Ensure expenses adhere to budgetary guidelines. Perform monthly review of Field Services budget report from Financial Services for accuracy and inform Senior Vice President and Director, Club Services Operations of status and recommended adjustments.
• Assure timely, accurate and professional preparation of all correspondence, reports, spreadsheets, presentation materials and other documents to meet the needs of executive support.
• Diagnose and define the requirements for Senior Vice President’s time and, with tact and diplomacy, provide information on priorities to Governors, National Area Council committee members, corporate leaders, Club Executives and internal staff. Set and delete appointments as necessary.
• Prepare monthly time calendars, grant timesheets, expense reports (travel and auto), obtain Senior Vice President’s signature and submit to President.
• Review all direct reports’ expense reports, check requests, grant timesheets and time calendars for accuracy and appropriate signatures.
• Schedule monthly update calls/meetings with Vice Presidents and Directors for Senior Vice President.
• Manages special tasks/initiative in coordination with Senior Vice President.
• Answer and screen Senior Vice President’s telephone calls. When applicable, make determination to refer call to appropriate resources. Investigate, follow-up and monitor forwarded calls to ensure requests are handled; determine immediacy of problem, inquiry or request and, if appropriate, contact and relay circumstances forthwith to Senior Vice President.
• Create and maintain systems for short and long-term information storage and retrieval.
• Perform additional tasks as assigned by the Senior Vice President, Field Services; or as delegated through Director, Club Services Operations.
• 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.
• No direct Reports. May monitor and coordinate the work of temporary employees and student interns
EDUCATION AND EXPERIENCE
• Bachelor’s degree in business, human relations, similar discipline or education/ experience equivalency.
• Five plus years of senior administrative support experience in a business environment with a minimum of two years direct support of a senior leader. Experience or familiarization with an affiliate structure communications a plus.
• Excellent organizational, time management, communications and customer service skills are essential. Ability to work in a fast-paced environment with strong attention to detail is required along with excellent interpersonal skills. Demonstrated high standards of ethics and integrity. Demonstrated competence in drafting, editing and proofreading documents with advanced proficiency in Microsoft Word, Excel, PowerPoint, Outlook, Visio and Insight. Ability to type 50+ wpm accurately is essential. Must be able to manage multiple tasks simultaneously. Quickly apply sound reasoning skills to execute complex tasks and the ability to systematically identify and define problems, evaluate alternative solutions and implement effective solutions. Ability to work effectively with co-workers, strategic partners, other department heads, the general public and all others both in person and by telephone. Ability to appropriately handle confidential and/or sensitive matters while maintaining confidentiality is essential.
• This position frequently is required to sit and twist/turn for three to six hours per day, as well as type, file, and complete general office support services. Cognitive ability to prioritize tasks and handle multiple job requests. Ability to clearly and concisely exchange ideas, facts, and/or technical information with others. Ability to positively interact with management, co-workers, public officials and others.
ENVIRONMENTAL & WORKING CONDITIONS
• Normal Office Environment
• Travel estimated at up to 5% (can be up to 1-3 days or more in a month including weekends, depending upon scheduling requirements).