Executive Assistant

Boys & Girls Clubs of the Tennessee Valley; Knoxville (TN); On-site; USD 60,000 - 82,000; Full time

Job summary

Boys & Girls Clubs of the Tennessee Valley seeks an Executive Assistant to support the CEO, Board of Directors, and the Executive Leadership Team. You will manage calendars, coordinate meetings and travel, handle confidential communications, and supervise daily office operations.

This role requires a bachelor’s degree and at least five years of experience, plus excellent organizational and communication skills, with discretion and professionalism in a fast-paced environment.

Qualifications

• Bachelor’s degree and at least five years of relevant experience.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Strong organizational, networking, and communication skills.
• High attention to detail and ability to maintain confidentiality.

Responsibilities

• Manage the CEO’s calendar, ensuring efficient scheduling and prioritization.
• Act as liaison for the Board of Directors and Trustees, coordinating meetings and minute-taking.
• Handle administrative tasks to enable leadership effectiveness, including travel and expense processing.
• Serve as primary contact for internal and external stakeholders with discretion.
• Anticipate needs for engagements and prepare accordingly.
• Oversee the Executive Team’s calendars and related administrative duties.
• Maintain smooth office operations, supplies, and equipment functionality.
• Provide reception support for calls and emails and coordinate with marketing for materials.

Skills

Organizational skills

Communication

Networking

Discretion

Education

Bachelor’s degree

Tools

Microsoft Office

Job description

The Executive Assistant plays a pivotal role in supporting the CEO, Board of Directors, Executive Leadership Team (Chief Operating Officer, Chief Financial Officer, SVP of Resource Development, and SVP of Human Resources), and managing the organization’s operations. This role demands a proactive approach, critical thinking, and the ability to solve problems with a high level of professionalism and confidentiality.

Key Responsibilities:

CEO Support:

• Manage the CEO’s calendar, ensuring efficient scheduling and prioritization.
• Act as the primary liaison for the Board of Directors and Trustees, managing logistics for meetings and events, including scheduling, material preparation, and minute-taking.
• Handle a wide range of administrative tasks to enable the CEO's leadership effectiveness, including project assistance, document preparation, meeting coordination, travel arrangements, and expense processing.
• Serve as the CEO’s primary point of contact for both internal and external stakeholders, managing communications with discretion and diplomacy.
• Anticipate the CEO's needs for all engagements, ensuring they are well-prepared and informed.

Executive Team Support:

• Manage the Executive Team’s calendar, ensuring efficient scheduling and prioritization.
• Handle a wide range of administrative tasks to enable the Executive Team’s leadership effectiveness, including project assistance, document preparation, meeting coordination, travel arrangements, and expense processing.
• Execute other administrative duties as required

Office Management:

• Ensure the smooth operation of the office, overseeing administrative duties, supply management, and equipment functionality.
• Maintain a clean and organized office environment, including communal areas and meeting rooms.

Reception:

• Provide courteous and prompt support for all incoming calls and emails, ensuring effective communication and referral to appropriate departments.
• Collaborate with the external marketing team, ensuring accurate and timely information flow, coordination support for newsletters, annual reports, marketing materials and photo shoots.

Individual Responsibilities:

• Dependability: Complete tasks efficiently and organize your workload effectively.
• Confidentiality: Maintain strict confidentiality of sensitive information.
• Adaptability: Possess a positive attitude and the ability to multitask in a dynamic environment.
• Professionalism: Adhere to professional standards in appearance and conduct, aligned with organizational policies.

Qualifications

Skills & Knowledge Required:

• Bachelor’s degree and at least five years of relevant experience.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Strong organizational, networking, and communication skills.
• High attention to detail with the ability to maintain confidentiality.
• Adaptability to a fast-paced and changing work environment.

Physical Requirements & Work Environment:

• Normal office environment conditions.
• Ability to lift up to 20 pounds and remain energetic for extended periods.
• Mobility within the office to access equipment and files.