Job description
Position Purpose
Through the Big Brothers Big Sisters of America (BBBSA) Professional Fellowship Program*, the Senior Administrative Assistant to the CEO will be a direct report to the Manager, Executive Office and Board Relations and will work collaboratively to administratively support the President and CEO, and the mission and vision of Big Brothers Big Sisters of America (BBBSA). They will use administrative and operations expertise to manage the flow and exchange of information vital to the Executive Office as well as support CEO communications with key stakeholders.
*This position is aligned to BBBSA’s Professional Fellowship Program, an initiative that will engage a talented professional in a one (1)-year career opportunity within the Executive Office of the national office. The candidate identified for this role will be a full-time, benefits eligible employee, fully immersed as a team member and accountable to all BBBSA employee policies and organizational practices. This position is funded for a period of one (1) year from the date of hire. Continuation of the position after one (1) year is based on business need for the role and continued funding.
Location: United States (Remote) - East Coast Based, Metro-Atlanta location a plus Travel: Approximately 10% FLSA Status: Full Time, Exempt
Essential Duties and Responsibilities
Executive Office Administrative Support:
- Performs high level logistical and administrative support to the President and CEO by completing a broad variety of administrative tasks through appropriate prioritization and skill including, but not limited to, calendar management, travel arrangements, expenses, and any other administrative tasks assigned. Ensures confidentiality of sensitive issues.
- Manage complex scheduling and travel arrangements for the President & CEO and family, as needed
- Organize and prepare for meetings, including gathering documents and full responsibility for logistics management
- Create, distribute, and manage timely updates to the CEO and Senior Leadership Team (as needed) regarding scheduling and travel updates
- Track, prepare, reconcile, and submit credit card reconciliation and personal reimbursement reports for the President and CEO
- Document management: handle confidential materials, send, and receive items as necessary and maintain appropriate filing systems.
- Manage routine and ad-hoc local business errands that require reliable personal transportation (reimbursable expense).
- Works independently while understanding the necessity for communicating and coordinating work efforts with other employees, departments, agencies, vendors, and partners.
- Coordinates meeting planning and takes notes/meeting minutes, where applicable.
- Manage integration of CEO notes and contacts into data tracking systems including Salesforce, Excel, and/or Asana
- Manage related and other duties as assigned in support of department and business needs, including but not limited to collaborating with other departments and/or Sr. Leadership as needed and serving as back-up to other Executive Support Administrators
- Works in concert and collaboration with other administrative and operational roles across the organization.
Executive Office Operations
- Creates and maintains comprehensive work and activity documentation in a variety of platforms including but not limited to: Asana, OneNote, SharePoint, Office 365, and Zoom.
- Supports project-based work and activities within the Executive Office to ensure items are delivered on time, and within budget and scope as assigned to team.
- Create workflows and interactions while maintaining consistent, efficient workflows with measured communication throughout complex and shifting priorities
- Represents the executive office to ensure staff, Board members, partners and visitors are received warmly by the Executive Office, virtually and in person, and that all requests/messages to or from the CEO are rapidly addressed.
Culture
- Demonstrate commitment to BBBSA’s shared leadership competencies and organizational values.
- Provide consistent follow-up regarding assigned projects and after meetings.
- Cultivate an environment where all team members feel valued, included, and empowered to achieve their potential.
- Manage related and other duties as assigned in support of department and business needs.
Education, Skills & Related Work Experience
Education Level: A high school diploma or G.E.D equivalent certificate.
Years and Scope of Related Work Experience: 4+ years relevant administrative support experience, preferably with senior to executive level staff and/or teams.
Skills and Knowledge: Advanced proficiency in Microsoft Office Suite, Adobe and Zoom; Demonstrated ability to manage complex Executive calendars with high attention to detail; Highly organized in approach, with ability to set and manage priorities; Proven adaptability, ability to handle multiple projects and timelines and within a fast-paced environment while maintaining a commitment to high quality, detail-oriented work; Demonstrate initiative, creativity, and innovation; Advanced interpersonal skills; Ability to work independently in achieving results consistently within provided deadlines; Excellent team working skills; ability to collaborate; Excellent verbal and written communication skills; Experience with Asana
Our Commitment
At Big Brothers Big Sisters of America, we recognize, affirm, and celebrate the backgrounds, lives, and experiences of all of our stakeholders, including youth, families, donors, volunteers, and staff. We ensure the opportunity for all voices and perspectives to be heard and honored. In the workplace, we foster an environment where all people can be their best selves. We affirm that every person has the opportunity to reach their full potential. We strive to realize the full potential that is within all of us by ensuring that all voices and perspectives are heard and honored.
Equal Employment Opportunity
BBBSA provides equal employment opportunities to all qualified individuals without regard to race, creed, color, citizenship, religion, national origin, age, sex, familial or marital status, pregnancy, military or veteran status, sexual orientation, gender identity or expression, genetic information, disability, or any other legally-protected status in accordance with applicable local, state, and federal laws, regulations, and ordinances.
Americans with Disabilities Act
Employee must be able to perform all essential job functions, with or without reasonable accommodation.
Job Responsibilities
The above statements reflect the general duties, responsibilities and competencies considered necessary to perform the essential duties and responsibilities of the job and should not be considered as a detailed description of all the work requirements of the position. BBBSA may change the specific job duties with or without prior notice based on the needs of the organization.
Big Brothers Big Sisters of America is directly recruiting and hiring for this position. We are not engaging any staffing/recruitment firms or agencies for this position. If any candidate profile/resume/identifying information is sent to Big Brothers Big Sisters of America and/or Big Brothers Big Sisters agencies, we will not pay any referral or firm fees in relation to this information.
