Executive Administrative Assistant

Job Description

Job Description

Job Title: Executive Administrative Assistant
Employment Type: Full-time
Location: Administrative Office
Status: Hourly / Non-Exempt
Compensation: Starting at $50,000

Position Overview

The Executive Administrative Assistant plays a vital role in ensuring the effective operation of BGCWPA’s Administrative Office. This position supports organizational efficiency by managing day-to-day office functions, responding to internal and external communications, supporting Clubhouse operations, and assisting with membership systems and scholarship processing.

This highly visible and collaborative role requires exceptional organization, professionalism, and customer service, as the Executive Administrative Assistant is often the first point of contact for staff, families, and community partners.

Key Responsibilities

Office & Administrative Support

• Serve as the primary receptionist for the administrative office—answering calls, greeting visitors, and receiving deliveries
• Monitor and respond to general organizational email accounts
• Maintain office cleanliness and manage ordering of supplies, including food orders (Instacart, teen snacks) for Clubhouses
• Track and communicate spending to the Finance Department for accurate program allocation
• Manage organizational filing systems, online onboarding and enrollment systems, and maintain internal records

Program & Membership Coordination

• Support the implementation of programs across Clubhouses using ACTIVE and Procare, Pipefy, and any additional BGCA related programs.
• Maintain and track records related to scholarship, discount, and subsidy programs for Club memberships
• Respond to parent inquiries and enrollments in a timely, professional manner
• Proactively communicate enrollment updates, concerns, and scholarship status to the Area Director’s and Site Director’s

Customer Service & Relationship Management

• Communicate with Early Learning Resource Center Partners (ELRC) in managing enrollment of families utilizing childcare subsidies.
• Provide timely, friendly, and solution-oriented communication to staff, families, and partners
• Represent BGCWPA’s values of inclusivity, professionalism, and hospitality as the first face of the administrative office
• Build knowledge of all Clubhouse locations, programming, and procedures to support organizational operations

Compliance & Flexibility

• Maintain strict confidentiality regarding sensitive family and organizational information
• Complete and maintain DHS-compliant staff files to serve as supporting documentation for each  Clubhouse site.
• Be available for flexible assignments in support of site-level and organizational needs
• Support with documentation and filing of safety committee notes, and child incident reporting.
• Ensure all monthly attendance for the ELRC and PKC is entered into Pelican.
• Ensure all certification and compliance documents are organized and filed for each site.

Your Skills & Experience

Successful candidates will demonstrate:

• A passion for youth-serving work and strong alignment with BGCWPA’s mission
• Exceptional organization, attention to detail, and ability to prioritize tasks
• Excellent written and verbal communication and professional demeanor
• Strong problem-solving, time management, and interpersonal skills
• Ability to respond to calls and emails within 24 hours
• High proficiency with Google Suite and comfort learning new systems (e.g., Procare, ACTIVE)

Preferred Qualifications:

• Completed or working toward a degree in Business Administration, Nonprofit Management, Education, Social Entrepreneurship, or a related field
• Customer service and administrative experience in a fast-paced, high-impact environment
• Flexibility and enthusiasm for both independent and team-based work

Physical Requirements:

• Ability to lift up to 50 lbs and navigate standard office and facility environments, including stairs and close quarters

Certifications & Clearances

Required upon hire or within six (6) months:

• CPR & Pediatric First Aid
• Child Abuse, Criminal History, FBI Clearance, NSOR Certificate, PA Disclosure, Mandated Reporter Certification
• PA Staff Health Assessment and TB Test

Helpful links for completing clearances and documentation:

• NSOR: Link
• Child Abuse: Link
• Criminal History: Link
• FBI Fingerprinting: Link
• Mandated Reporter Training: Link
• Disclosure Statement: Link
• Health Assessment Form: Link

Equal Opportunity Employer Statement

BGCWPA is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees, youth, and families. Discrimination or harassment of any kind is not tolerated.

Ready to support a mission that matters?
Join BGCWPA as our next Executive Administrative Assistant and help power the movement to build great futures.

Who We Are

For over 135 years, the Boys & Girls Clubs of Western Pennsylvania (BGCWPA) has been a trailblazer in youth development, committed to unleashing the potential of every child. Rooted deeply in the values of safety, fun, and inclusivity, BGCWPA prides itself on cultivating an environment where every child and employee can flourish.

At the heart of our vision lies a commitment to providing opportunities that transcend boundaries. Through creative and forward-thinking programs, we aim to equip our youth with the skills, knowledge, and resilience necessary for a brighter future. BGCWPA is not merely an organization; it is a dynamic force that shapes destinies, cultivates dreams and empowers the leaders of tomorrow.

As a proud affiliate of Boys & Girls Clubs of America, BGCWPA aligns itself with a nationwide network of organizations dedicated to empowering young people. Our collective impact extends beyond our local community, fostering positive change on a national scale. Annually, BGCWPA reaches over 7,500 young individuals through a rich tapestry of innovative programs, services, and outreach initiatives.

Commitment to Inclusion

BGCWPA is committed to building a culturally diverse community and we believe in the importance of equity and inclusion. We understand that every individual brings a unique set of skills and experiences. While our job description lists specific qualifications, skills, and competencies, we also recognize that true potential can often transcend those lines. If you're enthusiastic about social impact and helping others succeed, even if you don't meet every qualification, we encourage you to apply.

We provide equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. Our organization prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status.

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