Administrative Assistant

Boys & Girls Club Topeka; Topeka (KS); On-site; USD 30,000 - 45,000; Full time

Job summary

Boys & Girls Club Topeka is seeking an Administrative Assistant to serve as a courteous and professional face of the organization. The successful candidate will provide administrative support to management, assist in project coordination, and ensure effective communication with stakeholders.

The ideal candidate should have strong organizational and time-management skills, along with proficiency in Microsoft Office. This position involves creating a welcoming environment and modeling healthy behavior for youth.

Qualifications

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

Responsibilities

• Provide comprehensive administrative support to management and executives.
• Organize and coordinate meetings, including preparing agendas and taking minutes.
• Facilitate effective communication and information flow.

Skills

Organizational skills

Communication skills

Time-management skills

Proficiency in Microsoft Office Suite

Education

High school diploma or equivalent

Associate or bachelor’s degree

Job description

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).
• 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.