Executive Administrative Coordinator

Overview Executive Administrative Coordinator oversees and administers 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 a wide range of special projects and support to achieve organizational objectives. Ensures excellent preparation and planning for critical meetings with internal and external stakeholders, scheduling coordination, and that the executive office has all essential knowledge to represent the mission and convey organizational objectives and priorities. Supports tasks relating to the board of directors, including meeting planning, coordination, information management, report writing, and scheduling. Major Job Tasks and Responsibilities Executive Office (60%) Assist with planning, prioritizing, and organizing support for the executive office of the President & CEO. Collaborate with the President and CEO to oversee the Executive Office's planning, coordination, and execution of meetings. 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 for internal meetings, committee meetings, and events. Coordinate logistics for key meetings, calendar invitations, technology, facility preparedness, and required travel arrangements. Assist the CEO in making efficient and timely decisions by gathering, organizing, and evaluating information from all relevant departments. Ensure that the CEO is prepared for internal and external meetings based on organizational priorities. 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 provide coordination on activities requiring research and stakeholder engagement. Partner with the President/CEO to maintain consistent communication and stewardship of key stakeholders, such as board members, donors, public officials, community partners, etc. Support the internal and external communications of the CEO in collaboration with the Director of Board Governance & Communications and the Vice President of Development. Prepare presentations, write memos, talking points, letters, and other materials; manage correspondence, speeches, and other writing materials as required. Provide administrative assistance with comprehensive coordination of internal and event preparations with a high level of critical thinking for the President & CEO as needed. Board Governance (40%) Provide administrative support to the Director of Board Governance, such as composing and sending correspondence, compiling information, and preparing reports. Coordinate arrangements for Board and Executive Committee meetings and other major committee gatherings; ensure logistics are organized before meetings, such as invitations, RSVP reports, technology, room setup, facility preparedness, and food. Attend Board and Executive Committee meetings and take minutes; document the proceedings of all committees. Maintain board contact data, committee lists, rosters, and record/profile information. Facilitate communication between the board and the leadership of BGCGH, including pre-read packets, regular organizational updates, agendas, and calendar invitations. Additional Assignments Manage and/or participate in special projects for organization-wide leadership groups, such as East Texas Area Council, Honorary Board (ELA), Texas Alliance, as requested by the President & CEO and/or the Director of Board Governance. May be assigned other special projects. Minimum Responsibilities Bachelor’s degree from an accredited college or university in communications, business, or public relations required or 15 years of equivalent experience in lieu of degree. Minimum of three years of progressively responsible work experience in management or administration required. Strong IT skills, with knowledge of Excel and other Microsoft Office products, and database management, such as Raiser's Edge or Board Effect, preferred. Administrative, organizational, and time management abilities of the highest caliber. Effective meeting management abilities, including establishing an agenda and objectives, identifying necessary participants and preparation, documenting critical talks, and follow-up. Capability to maintain a high level of confidentiality; ability to establish constructive working relationships within a large organization; capacity to garner the respect and trust of staff, board members, and other stakeholders. Capability to operate in a setting characterized by conflicting demands, project management, effective prioritization, and concurrent progress on numerous objectives. Meet internal and external customer requirements in a manner that ensures customer satisfaction and outcomes. Strong oral and written communication abilities. 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. #J-18808-Ljbffr