Mgr Admin & Special Projects - Boys & Girls Clubs of America

 Join Our Team as Mgr Admin & Special Projects

Imagine a place where who you are, where you're from or the circumstances that surround you don’t determine your access to experiences or opportunities. Now imagine a mission, created to enable all young people, especially those who need us most, to reach their full potential as productive, caring, responsible citizens. The Boys & Girls Clubs are making that vision a reality  in your community and communities around the world. 

About Us

At Boys & Girls Clubs of America, we're more than an organization; we're a community dedicated to transforming lives. Our mission is to empower young people, especially those who need us most, to reach their full potential as productive, caring, and responsible citizens. Our HR Mission is to support the success of our employees and strengthen BGCA, while our HR Vision is to attract, develop, recognize, and retain talent, fostering a people-first culture that empowers growth, diversity, inclusion, and engagement.

Click here, Working At BGCA, to hear from our President and CEO, Jim Clark, about what makes working at Boys & Girls Club of America (BGCA) so special.

The Role

Under the supervision of the Director,External Relations,the Manager, Administration and Special Projects performs a variety of high-level, executive administrative and management responsibilities, and under limited direction, is responsible forstrategic meeting management for the Chief Development & Public Affairs Officer (CDERO), administration of the External Relations  departments, reporting, planning, and various independent projects. This position assumes individual responsibility for strategic External Relations administrative projects, serves as liaison between the Chief Development & Public Affairs Officer (CDERO)and key internal and external constituencies, and manages communications with members of the BGCA Board of Governors. In addition, the Manager, Administration and Special Projects works closely with the CDERO and Directorin the management of the External Relations department byproviding operational support and administrative operations. 

ESSENTIAL FUNCTIONS 

Administration & Communications 

• Provide high-level executive support to the CDERO. Manage moderately complex projects under broad supervision, specifically in relation to long-term planning and schedule management for the CDERO.  
• Serve as a secondary point of contact for the CDEROvia telephone, e-mail, and in person with key internal and external stakeholders.  Establish and maintain relationships with individual and business contacts, providing assistance and problem resolution as needed. Gain and maintain strong familiarity with BGCA contacts in both the public and private sectors of the business (i.e., major donors, prospects, public figures, executive leaders), with particular attention to BGCA’s National Board of Governors & Regional Trustees. 
• Lead strategic calendar and time management for the CDERO.  Manage logistics for scheduling meetings and calls. Develop and manage any pre-meeting activities including briefings and meeting materialsand ensure completion of meeting due-outs or follow-up items.Coordinate deadlines and obligations for the CDERO’s calendar, office initiatives, and special projects. 
• Draft and prepare correspondence, reports and dashboards.  Draft and prepare meeting summaries/minutes, including meeting minutes for the Resource Development Committee.  Assure timely, accurate and professional preparation of all correspondence, reports, spreadsheets, and presentation materials. 
• Schedule and manage logistics for department and team meetings and retreats; prepare meeting and presentation materials.  
• Prepare travel and events by confirming travel, lodging and transportation arrangements and providing necessary itinerary, reports, files and correspondence.  Coordinate and prepare materials/presentations and logistics for meetings and events.  Process invoices and expense reports. 
• Assist the CDERO andDirectorin researching, compiling and developing other materials, communications, booklets and related materials for BGCA working groups and task teams, staff meetings, and other internal and external committees. 
• Work on behalf of the CDERO and Directorin arranging meetings, briefings, agendas, and presentation material for  the National Board of Governors, the President & CEO and other senior management staff. 
• Assist in management of CDERO email.  When needed, assess inquiries directed to the CDERO, determine the proper course of action, and delegate to the appropriate individual to manage. 
• Serve as liaison between the office of the CDEROand the Office of the President & CEO. Communicate professionally with internal leaders and external contacts as appropriate on behalf of the CDERO.  
• Assist the Managing Director, Strategy and Collaborative Services and Director, External Relations with administrative activities (e.g., travel, expense reports, scheduling, meeting preparation, etc.) 
• Assist with DC Office management. 

  Project Management 

• Manage special projects as necessary, with ability to partner with cross-functional teams and multiple work groups.  
• Assume project management responsibilities for department initiatives, keeping an eye towards identifying emerging issues of interest, need for senior leadership review and identifying processes or systems that no longer serve the organization. 
• Assist with management of the CDERO’s prospect and donor portfolio.  Assist with background research, reports and other analyses necessary for participation in meetings/conference calls, local and international events and other activities.  Track acknowledgements and correspondence as appropriate in BGCA’s donor database. 
• Assistthe External Relations teamwith managing, tracking, monitoring and reporting on all projects and activities, ensuring accuracy and privacy of confidential information and records.

SUPERVISION EXERCISED 

• No direct Reports. May monitor and coordinate the work of temporary employees and student interns 

What You Bring:

• 3+ years’ experienceof senior administrative support experience in a business environment with a minimum of two years’ direct support of a senior leader.  Experience in resource development and government relations with exposure to account management a plus.Relevant experience in a national or global organization preferred. 
• Excellent verbal and written communications skills.  High attention to detailrequired. 
• Strong interpersonal and customer service skills.  Ability to interact with BGCA Leadership and key stakeholder audiences at a variety of levels with integrity and professionalism. 
• Proficiency using computers and electronics equipment.  General knowledge of various software, applications, and programs including but not limited to Microsoft Office Suite.  Familiarity with Salesforce or CRM system preferred. 
• Demonstrated ability to exercise sound judgment related to controversial and/or culturally sensitive subjects.  Ability to handle confidential information with tact and poise. 
• Must be punctual, organized and self-motivated, with the ability to quickly and easily adapt to changing organizational needs. 
• Ability to achieve desired results while working collaboratively in a team environment. 

SKILLS 

• Excellent organizational, time management, customer service, events planning and communication skills (including verbal, written and interpersonal) are essential.  
• Demonstrated reasoning skills to carry out complex tasks, systematically identify and define problems, evaluate alternative solutions, and implement effective solutions.   
• Proven ability to manage multiple tasks simultaneously and coordinate and prioritize workloads in a high-pressure, fast- pace work environment.  Ability to grasp information quickly and to learn and apply new learning efficiently and immediately.  Flexibility in daily work schedule at times to ensure expected outcomes are met with rare but occasional work occurring after normal business hours.   
• Exhibits professional and applicable interaction with co-workers, strategic partners, other department heads, and the general public, at times on behalf of the CDEROin person, by telephone and via email.   
• Ability to deal appropriately with confidential and sensitive matters and maintain confidentiality at all times.  Demonstrated high standards of ethics and integrity.   

ABILITES 

• This position frequentlyis required to sit and twist/turn for three to six hours per day, as well as type, file, and complete general office support services.  In addition, occasionallyis expected to stand, walk, lift up to 20 lbs., stoop, squat pull/push, reach, grasp/squeeze.  Skills essential for successful communications include sight, hearing, speaking, writing, and reading comprehension.

Why Join Us?

At Boys & Girls Clubs of America, you will have the opportunity to make a real impact by shaping the future of talent management. You will work in an environment that encourages creativity and continuous improvement, supported by a team that values your personal and professional growth. Join a company that prioritizes the human experience, diversity, inclusion, and the power of collaboration, and be part of a transformative journey where your contributions will be valued and celebrated.

• ClickI*Care Values to find out about how team members demonstrate Boys & Girls Club of America’s mission driven values, and integrate these beliefs into their environment and ways of work.
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