Executive Administrative Coordinator - BOYS & GIRLS CLUBS OF GREATER HOUSTON INC

The Executive Administrative Coordinator- oversee and administer the operational support of the executive office, providing executive level assistance and project management to the Boys & Girls Clubs of Greater Houston President & CEO with a dotted line reporting to the Director of Board Governance & Communication (BGCGH). Under the guidance of the President & CEO, this position offers the executive office with a wide range of special projects and support in order to achieve organizational objectives. Ensures excellent preparation and planning for critical meetings with internal and external stakeholders, as well as scheduling coordination. Ensures that executive office has all of the essential knowledge to adequately represent the mission in the community and convey the organization's objectives and priorities. Under the guidance of the Director of Board Governance & Communication, support tasks relating to the board of directors, including meeting planning and coordination, information management, report writing, and scheduling.

MAJOR JOB TASKS AND RESPONSIBILITIES:

Executive Office (60%)

1.    Assist with planning, prioritizing, and organizing support for the executive office of the President & CEO.

2.    Collaborate with the President and CEO to oversee the Executive Office's planning, coordination, and execution of meetings.

3.    As requested, support the President & CEO with organizing, scheduling, and executing monthly Leadership Team meetings. Coordinate with internal departments to schedule regular and intermittent employee meetings. Maintain precise data pertinent to internal meetings, committee meetings, and events.

4.    Effectively coordinate logistics for key meetings, calendar invitations, technology, and facility preparedness and required travel arrangements.

5.    Assist the CEO in making efficient and timely decisions by gathering, organizing, and evaluating information from all relevant departments.

6.    Ensure that the CEO is prepared for internal and external meetings based on organizational priorities. 

7.    Manage or participate in special projects as required by the President & CEO, guaranteeing quality and timely outputs; monitor deadlines, follow up on allocated projects, and offer proper coordination on activities requiring research and engagement with internal and external stakeholders.

8.    Partner with the President/CEO to maintain consistent communication and stewardship of key stakeholders, such as, but not limited to, board members, donors, public officials, community partners, etc.

9.    Support the internal and external communications of the CEO in collaboration with the Director of Board Governance & Communications and the Vice President of Development. As required, prepare presentations for internal and external stakeholders, creating and revising written memos, talking points, letters, and other internal and external communications on behalf of the CEO. As required, manage correspondence, speeches, talking points, and other writing materials.

10.  Provide administrative assistance with comprehensive coordination of internal and event preparations with high level of critical thinking. to the President & CEO as needed

Board Governance (40%)

1.    Provide administrative support to the Director of Board Governance, such as composing and sending correspondence, compiling information, and preparing reports.

2.    As needed, coordinate the arrangements for Board and Executive Committee meetings and other major committee gatherings. Ensuring logistics are in order prior to meetings, such as invitations, RSVP reports, technology, room setup, facility preparedness, and food.

3.    Attend Board and Executive Committee meetings and take minutes. Documents the proceedings of all committees.

4.    Maintain board contact data, committee lists, rosters, and record/profile information.

5.    Facilitate communication between the board and the leadership of BGCGH. This includes pre-read packets, regular organizational updates, agendas, and calendar invitations.

Additional Assignments

1.    Manage and/or participate in special projects for organization-wide leadership groups including but not limited to East Texas Area Council, Honorary Board (ELA), Texas Alliance, as requested, by the President & CEO and/or by Director of Board Governance.

2.    May be assigned other special projects.

MINIMUM RESPONSIBILITIES:

1.    Bachelor’s degree from an accredited college or university in the fields of communications, business, public relations required or 15 years of equivalent experience in lieu of degree.

2.    A minimum of three years of progressively responsible work experience in management or administration required.

3.    Strong IT skills, with knowledge of Excel and other Microsoft Office products, and database management, such as Raiser’s Edge or Board Effect, preferred.

4.    Administrative, organizational, and time management abilities of the highest caliber.

5.    Effective meeting management abilities, including the establishment of an agenda and objectives, identification of necessary participants and preparation, documenting of critical talks, and management and follow-up.

6.    Capability to maintain a high level of confidentially; ability to establish constructive working relationships within a large organization; capacity to garner the respect and trust of staff, board members, and other important stakeholders.

7.    Capability to operate in a setting characterized by conflicting demands, project management, effective prioritization, and concurrent progress on numerous objectives.

8.    Meet internal and external customer requirements in a manner that gives customer satisfaction and outcomes.

9.    Strong oral and written communication abilities.

10.  Strong administrative and organizational skills

RELATIONSHIPS:

Internal: Communicate with Club staff, administrative staff and Leadership Team.

External: Communicate with Board Members, donors, vendors and general public.

PHYSICAL REQUIREMENTS/ WORK ENVIRONMENT:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand; walk; use hands to fingers, handle, feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; talk or hear; taste or smell. The employee frequently is required to sit. The employee must regularly lift and/or move up to 30 lbs. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.