Boys & Girls Clubs of America

  • Executive Coordinator

    Posted Date 2 months ago(1/16/2019 4:01 PM)
    Job ID
    Oper & Liaison Srvcs
    Los Angeles, CA
  • Overview

    Boys & Girls Clubs of America named "One of the Best Nonprofits to Work for in 2017 and 2018"


    Boys & Girls Clubs of America is the nation's premier youth development organization. Our programs, training and services impact nearly 4 million children and teens every year. We are always looking for qualified professionals with a passion for improving young lives as a member of our national staff.  We have strong values, embrace diversity and offer great benefits to allow our employees to maintain work/life balance.


    Under the supervision of one or more assigned Vice Presidents, 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.


    This position will support three Vice Presidents and is located in our Los Angeles, CA office. 


    Provide Administrative Support to Vice President(s)

    • Manage and coordinate day-to-day support to the 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 VP(s).
    • In concert with the VP(s) manage communications across depts., local Clubs, and other external stakeholders.
    • Organize and maintain the VPs 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 VP(s).  Receive, review, organize and track expense reports from direct reports of the VP(s).   Obtain appropriate signatures, notify direct report when forwarding to Accounting for payment.
    • Organize participation in meetings and special events (i.e. conferences, annual safety symposium)


    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 VP. 
    • As directed by the VP(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 VP(s) maintain a database of internal and external consultants.
    • As directed by the VP(s) manage grants & dept. budgets. Forwarding to Accounting for payment. Ensure payment processing.
    • Under the direction of the VP(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 VP.  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



    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


    • Ability to handle sensitive and confidential subject matter
    • Builds trust and rapport quickly
    • Relates well to people of varying backgrounds
    • Strong organization skills and ability to focus on multiple projects
    • Shares information in an open and transparent fashion
    • Is tactful and respectful
    • Addresses conflicts constructively



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

    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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