Administrative Assistant

Boys And Girls Clubs Of Topeka; Topeka (KS); On-site; USD 30,000 - 45,000; Full time

Job summary

Boys And Girls Clubs Of Topeka seeks an experienced Administrative Assistant to provide crucial support to management and executives. Key responsibilities include managing schedules, handling correspondence, and coordinating meetings.

The ideal candidate will demonstrate excellent organizational and communication skills, alongside proficiency in Microsoft Office Suite. This role is vital to ensuring the smooth operation of the organization.

Qualifications

• Proven experience as an administrative assistant or in a similar role.
• Detail-oriented with a high level of accuracy.
• Ability to manage multiple tasks simultaneously and prioritize effectively.

Responsibilities

• Provide comprehensive administrative support to management and executives.
• Organize and coordinate meetings, including preparing agendas and taking minutes.
• Manage office supplies and inventory to ensure necessary materials are available.

Skills

Organizational skills

Time-management skills

Verbal communication skills

Written communication skills

Proficiency in Microsoft Office Suite

Education

High school diploma or equivalent

Associate or bachelor’s degree (preferred)

Job description

Level: Experienced

Job Location: Adams - Topeka, KS 66605

Position Type: Full Time

Education Level: High School

Travel Percentage: Negligible

Job Category: Admin - Clerical

Primary Function

Serves as the kind, courteous, and professional face of BGCT. Supports management and executives with a blend of project management, communication, and organizational skills ensuring the smooth and efficient operation of the organization. Provides polite and professional assistance via phone, mail, e-mail, to guests and generally being a helpful and positive presence in the workplace.

Key Roles (Essential Job Responsibilities)

• Administrative Support: Provide comprehensive administrative support to management and executives, including managing schedules, handling correspondence, and maintaining records.
• Office Services: Implement and maintain administrative systems and procedures to ensure effective office operations.
• Project Coordination: Assist with the coordination and execution of various administrative projects and special initiatives.
• Communication: Serve as a key point of contact for internal and external stakeholders, facilitating effective communication and information flow.
• Meeting Coordination: Organize and coordinate meetings, including preparing agendas, taking minutes, and arranging logistics.
• Report Preparation: Prepare and distribute reports, presentations, and other documents as required.
• Logistical Planning: Assist with logistical planning for events, meetings, and other activities.
• Supplies Management: Manage office supplies and inventory, ensuring necessary materials are available and properly stocked.

Qualifications (Knowledge / Skills Required)

• High school diploma or equivalent; associate or bachelor’s degree preferred.
• Proven experience as an administrative assistant or in a similar role.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to manage multiple tasks simultaneously and prioritize effectively.
• Detail-oriented with a high level of accuracy.
• Professional demeanor and strong interpersonal skills.

Physical and Mental Requirements

• Ability to sit for extended periods of time
• Position operates in an office environment
• Occasional lifting of office supplies and materials (up to 20lbs)

General BGCT Expectations

• Healthy Behavior Modeling: Teaching youth and teens the importance of living an active, healthy lifestyle is a BGCT priority. As a result, all staff are expected to model healthy behavior while working with our Club members.
• Inclusive Environment: BGCT values creating child-friendly environments, where youth and teens of all abilities, races, and ethnicities can be successful and participate. BGCT expects employees to embrace its focus on inclusion of all members.
• Continuous Learning: Building the capacity of staff is central to BGCT. The organization requires all staff to participate in annual professional development opportunities to cultivate their skills in the youth development field.
• Safe Spaces: Every staff member shares the responsibility for ensuring BGCT is, and remains, an environment free of sexual, physical, or emotional abuse.