Website Boys & Girls Club of Metro Los Angeles

General

Job Title: Office Manager and Administrative Assistant

Job Type: Full-Time Exempt Plus Benefits ( Medical, Dental, Vision, Life Ins. , 401K)

Salary: $55,000- 60,000 salary range (Depending on experience)

Location: 5029 Vermont Ave, Los Angeles CA 90037 & Remotely

 

OVERVIEW

The Office Manager and Administrative Assistant’s responsibilities include answering calls/ messages, organizing calendars/schedules, updating databases/ data entry, cc reports, scribing notes during meetings, as well as planning and coordinating department events. Additionally, this role oversees office equipment and day-to-day office needs, opens the mail and distributes correspondence, and supports occasional errands. This role works directly with the V.P of Operations as well as the President and CEO. This role requires excellent time management skills and the ability to act with initiative to accomplish goals.

DUTIES AND RESPONSIBILITIES:
This job description is intended to convey information essential to understanding the scope of the Office Manager and Administrative Assistant position and is not intended to be an exhaustive list of skills, efforts, duties, responsibilities, or working conditions associated with the position.
Act as the point of contact among VP of Operations and CEO
Manage information flow in a timely and accurate manner.
Manage executives’ calendars and set up meetings.
Track daily expenses and prepare weekly, monthly or quarterly reports, including reconciling credit card statements on a monthly basis and in accordance with SOP.
Maintain office supply inventory.
Support purchasing of Program Department supplies.
Create copies, scan files, and complete similar document-related tasks.
Database entry.
Pulling/compiling reports.
Format information for internal and external communication – memos, emails, presentations, reports.
Create flyers and announcements for both internal and external distribution.
Attend and take notes during meetings.
Document procedures, creating relevant SOPs.
Screen and direct phone calls and distribute correspondence.
Organize and maintain the office filing system.
Assist VP of Operations with tasks as needed.
·       May Support HR Department in administrative tasks, including but not limited to, filing, announcements, tracking technology/equipment distributed to staff, and scheduling interviews.

EXPERIENCE AND EDUCATION
Any combination of experience and training that would likely provide the required knowledge and skills. A typical way to obtain the required knowledge and skills would be:
Excellent skills and experience with Microsoft Word, Excel, PowerPoint, and Outlook, working with databases and internet research.
Graphic design experience a plus.
A personal mission, vision, and values that align with Boys & Girls Clubs of Metro Los Angeles.
·       Exhibit professionalism and integrity through superior written and verbal communication skills.
Exceptional skills in the areas of the organization, attention to detail, time management, and ability to manage multiple tasks, define and set priorities and problem solve.
Ability to take initiative with projects to work both independently and in a team.
Familiarity with office equipment and applications (e.g., e-calendars and copy machines)
Discretion and confidentiality
·       Must be fully vaccinated.
·       Must have a valid State Driver’s License.

QUALIFICATIONS
·       Minimum Qualifications:  BA preferred with experience in an area related to office administrative support.
·       Minimum 2 years work experience as an Administrative Assistant or similar role.
·       Minimum 1 year of work experience as an Office Manager
·       Prior non-profit work experience is a plus.

PHYSICAL DEMANDS / WORKING CONDITIONS:

The physical demands and characteristics of the work environment described here are representative of those occurring in the performance of the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Working conditions are primarily an office setting, long hours of close work at desk and/or computer terminal; frequent interruptions via in-person contact, phone calls, and email.  Occasional travel will be required to various communities and businesses in the region. Physical exertion may be required to lift supplies and equipment.  The ability to travel commercially and to communicate orally and in writing/typing are required to perform the essential functions of the job.

Work is performed mainly during regular office hours; however, incumbent may be required to attend meetings or agency events outside regular office hours.

COMPENSATION: $55,000-60,000/yr

DISCLAIMER:

The above statements are intended to describe the general nature and level of work being performed by people assigned to this position.  Nothing in this job description restricts the right of Boys & Girls Clubs of Metro Los Angeles Management to assign or reassign duties and responsibilities to this job or change this job description at any time.

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