Administrative Assistant

    • Job Tracking ID: 512291-643877
    • Job Location: San Francisco, CA
    • Job Level: Mid Career (2+ years)
    • Level of Education: BA/BS
    • Job Type: Full-Time/Regular
    • Date Updated: August 09, 2018
    • Years of Experience: 2 - 5 Years
    • Starting Date: July 9, 2018
    • Club House Name: Administrative Office
    • Job Status: Full Time
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Job Description:

PRIMARY FUNCTION:

 

The Administrative Assistant (AA) will work under the direct supervision of the Executive Assistant to the President (EA).  Working under the direction of the EA, the AA is responsible for managing the President’s emails and calendar, as well as supporting all the functions of the Board of Governors.  The AA will have some office management responsibilities and will interface with all departments in the Administrative office, including providing some support for all-staff events.  The AA will also provide some direct support to the Chief Operating Officer (COO). 

 

KEY ROLES (ESSENTIAL JOB RESPONSIBILITIES):

  • Schedule meetings and track appointments using Outlook
  • Manage the President’s email, flagging critical messages from key staff, Board Members, major donors, City Officials, and other constituents requiring prompt response
  • Prepare informational packets containing existing marketing materials, reports, and fact sheets for external meetings
  • Coordinate conference registrations and travel arrangements for the President, COO, and other management staff
  • Maintain Board documents, including committee rosters, attendance rosters, email distribution lists, etc.
  • Maintain administrative resource documents, such as staff rosters and Clubhouse directory
  • Sort and distribute incoming mail daily
  • Prepare a daily log of all donations and funds received (cash, check, credit card transactions, and ACH)
  • Answer phone calls and respond to messages, connecting them to other departments as needed
  • Create and maintain office management systems, such as copy/supply room organization, staff mailbox area, kitchen cleaning tasks, bulletin board content, etc.

Experience and Skills:

SKILLS/ KNOWLEDGE REQUIRED:

 

  • Bachelor's degree from an accredited college or university, or equivalent work experience
  • Experience working in an administrative office environment
  • Excellent verbal and written communication skills
  • Excellent interpersonal skills and patience
  • Ability to work in a fast-paced environment
  • Strong attention to detail 
  • Proficiency in Microsoft Office applications, especially Outlook, Word, Excel, and PowerPoint
  • Ability to maintain high level of confidentiality
  • Ability to organize for simplicity, efficiency, and clarity
  • Excellent time management skills, with the proven ability to manage multiple tasks and deadlines simultaneously

 

SKILLS/ KNOWLEDGE PREFERRED:

  • Interest in nonprofit and youth development organizations
  • Ability to drive BGCSF vehicles
  • Expertise in Microsoft Office applications
  • Strong understanding of technology
  • Strong understanding of social media platforms

 

PHYSICAL REQUIREMENTS/ WORK ENVIRONMENT:

  • Must be able to lift 25 lbs.
  • Must be able to stand for at least 2 hour
  • Must be able to sit at computer workstation for long time periods

 

DISCLAIMER:

 

The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, nor to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications and objectives required of employees assigned to this job.