Executive Administrative Assistant

JOB TITLE:

Executive Administrative Assistant

Corporate (Brookings)

REPORTS TO:

Chief of Staff

FLSA STATUS:
Non-Exempt

JOB TYPE:
Full-Time

To inspire and enable all young people, especially those who need us most, to realize their full potential as productive, responsible, and caring citizens.

The Executive Administrative Assistant’s primary responsibility is to provide high-level administrative support to the Chief Executive Officer (CEO) for the Boys & Girls Club of the Northern Plains, as well as other C-Suite staff as needed. This includes managing schedules, coordinating meetings and appointments, arranging travel, and performing various administrative duties. The role also involves supporting engagement with volunteers who serve on the Corporate Board and Advisory Councils by coordinating communications, scheduling, and ensuring smooth logistics for their participation.

Additional responsibilities include conducting research, creating reports, and maintaining confidentiality when handling sensitive information. Success in this position requires exceptional organizational skills, a keen eye for detail, and the ability to work independently.

• Work directly with the CEO and Chief of Staff to support all aspects of daily operations.
• Keep the CEO and Chief of Staff informed of time-sensitive and priority issues, ensuring timely follow-up.
• Maintain the CEO’s calendar, including scheduling meetings, appointments, speaking engagements, and travel arrangements; exercise discretion in committing time and evaluating priorities.
• Prepare, reconcile, and submit expense reports for the CEO and other executives.
• Draft, review, and send communications on behalf of company executives.
• Answer and respond to phone calls; relay messages and information accurately.
• Prioritize and manage emails, responding when appropriate.

• Assist the CEO in preparing for board meetings, including counting quorums, organizing logistics, and gathering necessary documents.
• Coordinate and support the Annual Meeting and other board-related events.
• Maintain and update board minutes, policies, notes, and documentation.
• Manage, track, update, and report all board documents and metrics to the CEO.

• Maintain confidential and sensitive information with the highest level of discretion.
• Organize and maintain various records and documents for the CEO, C-suite, and Senior Leadership team.

• Respond to day-to-day inquiries from the Senior Leadership and C-suite teams.
• Assist with special initiatives under the direction of the Chief of Staff.
• Provide administrative support to other executives or departments as needed.

• Answer incoming calls and direct them appropriately.
• Greet and assist visitors and customers in a professional and courteous manner.
• Perform general administrative tasks to support the Admin Team, including filing, copying, scanning, and data entry.
• Manage incoming and outgoing mail and deliveries.
• Maintain a tidy and organized reception area.

• Coordinate travel arrangements and itineraries for the CEO and executives.
• Attend meetings as required, including periodic evening work and travel to meetings in various South Dakota communities.

• Perform additional and/or alternative duties as assigned.
• Typical schedule:
  
  Monday–Friday, 8:00 AM–5:00 PM, with occasional evening or weekend work as needed.

• Bachelor’s degree preferred.
• Three to five years prior experience in supporting a senior executive or team.
• Sound judgment with the ability to prioritize.
• Excellent computer skills, including Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel).
• Exceptional writing, editing, and proofreading skills.
• Excellent organization and time-management skills.
• Ability to pay attention to detail.
• Comfortable interacting with high-level executives.
• Thrives in a fast-paced environment.

• Must be of the mental and physical capacity to observe, interact, and communicate with youth, staff,…