Description

Since 1891, Boys & Girls Clubs of San Francisco (BGCSF) has provided high-quality, community-based youth development services to youth in San Francisco. Our mission is to inspire and enable all young people, especially those from disadvantaged circumstances, to realize their full potential as productive, responsible, and caring citizens. We impact the lives of Club members, primarily ages 6 to 18, by focusing on academic success, healthy lifestyles, good character, community engagement, and job readiness with earning potential. We are nationally recognized for the high-quality of our programs and comprehensive approach to serving youth. Whether you’re joining our administrative team, a Clubhouse team, a school-based team, or our Camp Mendocino team, you’ll be surrounded by enthusiastic, talented, and passionate colleagues who wake up every day ready to inspire young people to reach their full potential.

Position Purpose

The Executive Assistant (EA) will work under the direct supervision of the Special Assistant to the President and be part of a four-person executive team. The EA is responsible for managing the President’s calendar and emails and aiding with the management of the Board of Governors. The EA will have some office management responsibilities and will interface with all departments in the Administrative office. The EA will also provide direct administrative support to the Chief Operating Officer (COO), particularly calendaring and meeting prep.

This is an exempt full time position supporting our John N. Callander Administrative office. This position is 4 days onsite and 1 day remote, Monday to Friday.

Key Responsibilities

• Schedule meetings and track appointments using Google Workspace.
• Manage the President’s email, flagging critical messages from key staff, Board Members, major donors, City Officials, and other constituents requiring prompt response.
• Coordinate conference registrations and travel arrangements for the President and the COO.
• Support the development of slide deck presentations for internal and external meetings. 
• Prepare informational containing marketing materials, reports, and fact sheets.
• Maintain Board documents, including rosters, attendance trackers, email distribution lists, etc. 
• Maintain staff resource documents, including staff rosters.
• Sort and distribute mail to the appropriate departments.
• Prepare a daily log of all donations and funds received (cash, check, credit card transactions, and ACH).
• Provide planning and logistical support at all-staff events and major fundraising events.
• Issue staff badges and facility keys to new employees; maintain a record of assets issued.
• Answer phone calls and respond to voice messages, directing inquiries and resources to other departments as needed.
• Maintain office management systems, such as supply inventory, storage organization, and shared kitchen cleaning tasks.

Requirements

Required Skills

• Bachelor's degree from an accredited college or university, or equivalent work experience.
• Ability to maintain a high level of confidentiality.
• Strong attention to detail.
• Excellent verbal and written communication skills. 
• Excellent interpersonal skills and patience.
• Ability to work in a fast-paced environment. 
• Ability to organize for simplicity, efficiency, and clarity.
• Excellent time management skills, with the proven ability to manage multiple tasks and deadlines simultaneously.
• Strong technology skills, including proficiency in Google Workspace.

Preferred Skills

• Interest in nonprofit and youth development organizations.
• Experience working in an administrative office environment.
• Ability to drive BGCSF vehicles. 
• Competency in Microsoft Office applications, Adobe Acrobat, and Canva (design tool).

Physical Requirements

• Proof of COVID-19 vaccination upon employment. 
• Must be able to lift 15 lbs. 
• Must be able to stand for at least 1 hour consecutively. 
• Must be able to sit at a computer workstation for long periods of time.

Benefits

• Comprehensive Health Benefits Employer Contributions
• 401K 7% Employer Contribution After One Year of Service
• Employee Assistance Program: In-Person Counseling 24/7 Confidential Mental Health Support
• Education Assistance
• Pre-tax Transportation Savings Account
• Flexible Spending Account
• Lifestyle Spending Account
• Paid Time Off Paid Holidays
• Life Disability Insurance
• Mandatory summer winter Weeklong Organization-wide Closures
• Professional Development Opportunities

Pay

The wage range for this role takes into account the wide range of factors that are considered in making compensation decisions including but not limited to skill sets; experience and training; licensure and certifications; and other business and BGCSF needs. At BGCSF, our decisions are based on other factors and are dependent on the circumstances for each position. Depending on the need and requirement of the position, an individual could be hired at or near the entry-level, mid-level or top of the range for their role and compensation. As such, a reasonable estimate of the current range is $64,480.00 to $75,000.00.

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. The organization has the discretion to relocate/reassign a person, as needed.