Big Brothers Big Sisters of America

Who We Are:

For more than a century, Big Brothers Big Sisters has been helping change kids’ perspectives and giving them the opportunity to reach their potential.

Since 1904, Big Brothers Big Sisters has operated under the belief that inherent in every child is incredible potential. As the nation’s largest donor- and volunteer-supported mentoring network, Big Brothers Big Sisters makes meaningful, monitored matches between adult volunteers (“Bigs”) and children (“Littles”), ages 5 through young adulthood in communities across the country. We develop positive relationships that have a direct and lasting effect on the lives of young people.

Summary of Opportunity:

The Senior Executive Office Administrator (SEOA) is a direct report and trusted partner of the President and CEO (CEO) of Big Brothers Big Sisters of America (BBBSA), the nation’s premier youth mentoring service organization. The SEOA will deliver highly advanced executive support across multi-faceted administrative and key relationship management responsibilities while providing guidance and direct supervision of one (1) team member in the innovative management of various needs for the President & CEO.

The Senior Executive Office Administrator will perform a diverse set of responsibilities that include but are not limited to executive and national office administration (as needed), board and key partner relationship management, travel for the CEO and other identified individuals, and additional tasks that support efficiency and ease in the CEO’s leadership of national priorities. The SEOA may also be called upon to provide administrative support to the BBBSA Senior Leadership Team and National Board of Directors. In partnership with the Senior Administrative Assistant, Executive Office, the Senior Executive Office Administrator will ensure the CEO has the resources and reliable assistance needed to lead Big Brother Bigs Sisters of America and its network of 230+ affiliate Big Brothers Big Sisters (BBBS) agencies.

The ideal candidate will bring proven expertise in operating within a fast-paced, dynamic environment of varied hours, tight deadlines and competing requirements to manage executive office duties. Understanding the requirements of adaptability, accessibility, and timely responsiveness to requests outside of normal business hours, as needed, will be critical for CEO support. The Senior Executive Office Administrator will also work in collaboration with the Chief Communications Officer to align, manage and maximize the CEO’s travel schedule, meetings, and engagements. Advanced organizational, planning, and time management skills.

Travel: Approximately 15-20%

Location: Full-time Remote, U.S. based on the East Coast; Remote location based in Atlanta, GA a plus, but not required.

Essential Duties and Responsibilities

Executive Administrative Support:

  • Provides high-level logistical and administrative support to the President & CEO, Board of Directors, and BBBSA Senior Leadership Team (as required).
  • Create, distribute, and manage timely updates to the CEO Master Calendar.
  • Creates and/or formats PowerPoint presentations, correspondence and documents for Executive office and senior leadership team and Board meetings,
  • Represents the executive office to ensure staff, Board members, partners and visitors are received warmly by the Executive Office, virtually and in person, and that all requests/messages to or from the CEO are rapidly addressed.
  • Support the President/CEO in executing priorities, working on and at times leading strategic and priority projects along with engaging with outside funders, partners, advisors, and stakeholders.
  • Directly manages or supervises through delegation and full responsibility of the following tasks to the Senior Administrative Assistant, Executive Office, including, but not limited to:
    • Tracks, prepares reports, submits, and tracks completion of all CEO expenses, or oversees delegation of duties to the Senior Administrative Assistant, Executive Office
    • Coordinates executive travel and arranges logistics for a wide range of events, including Board meetings, partnership, senior leadership, staff, individual and at times, personal meetings.
    • Reconciles monthly corporate American Express statement and maintains travel points provided by various airlines.
    • Ensures meeting rooms are properly set up for A/V, Food & Beverage, materials and related needs including collaboration with internal and external partners.

Executive Office Management:

  • Manage the flow and exchange of information vital to the Executive office; streamline workflows and interactions and manage complex and changing priorities.
  • Oversees executive office operations.
  • Accountable for clear, effective correspondence, mailing, printing, and copying.
  • Creates, manages, and reconciles the executive office budget.
  • Maintains Executive Office vendor and consultant relationships; tracks progress against timeline/deliverable schedule and ensures proper and timely payment.
  • Ensure proper documentation and maintenance of electronic and/or physical Executive Office files.

Board Relations and Key Partnership Management/Coordination:

  • Schedules and attends all Board and Board Committee meetings with full accountability for the preparation of related materials and presentations, and meeting logistics.
  • Takes minutes and captures action items at all Board of Directors and Board committee meetings.
  • Create appropriate process and documentation plan to ensure all critical Board and Board Committee minutes, resolutions, audits, and related items are current and active.
  • In partnership with the CEO, manage internal communications between the Board, prospects, the President/CEO, senior leadership, and internal teams, while contributing to our cohesive and positive culture
  • Partner with the CEO on stewardship and management efforts to engage prospects, funders, partners, and stakeholders to build strong relationships within the Board and across the organization.
  • Maintain electronic Executive Office and Board of Directors files and documentation.

Executive Administration / Project Management and Coordination

  • Serve as an extended member of the Communications team as the executive office liaison working in close partnership with the Chief Communications Officer to provide collaborative oversight and seamless coordination of executive office activities.
  • Work in close coordination with the communications team on briefing and preparation regarding executive visibility communications and engagements
  • Support presentation and materials management for CEO-led meetings and communications including but not limited to, presentation slide revisions, email communications, etc.

People Management

  • Provides direct supervision of the Senior Administrative Assistant and may indirectly supervise others, as assigned.
  • Recruits, engages, retains, and cultivates professional development of the Senior Administrative Assistant, Executive Office.
  • Demonstrates a commitment to cultural diversity and inclusion that reflects BBBSA’s commitment to JEDI (justice, equity, diversity, and inclusion)
  • Recruits, trains, retains, and cultivates professional development of direct reports
  • Creates a dynamic, supportive, and effective team that is impactful across the BBBSA network.
  • Leads and manages resources (people and capital) that retains and cultivates positive, measurable success
  • Monitors progress against performance targets; implements countermeasures as needed.

Other Duties

  • This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
  • Manages related and other duties as assigned in support of department and business needs.

Culture

  • Demonstrates a commitment to cultural diversity and inclusion that reflects BBBSA’s commitment to JEDI (justice, equity, diversity, and inclusion).
  • Champions internal and external culture of the organization focusing on being a JEDI-focused youth empowerment and equity organization.
  • Provides consistent follow-up regarding assigned projects and after meetings.
  • Manages related and other duties as assigned in support of department and business needs.


Education Level: Bachelors degree OR equivalent, relevant business experience.

Years of Related Work Experience: A minimum of ten (10) years senior level executive assistance, operations management, administrative and project for a national company; nonprofit and board experience preferred, but not required.

Required Skills and Knowledge: Extremely proficient in knowledge and application of Microsoft Office Suite with advanced expertise in Office, Outlook, Word, PowerPoint, and Excel; Advanced practical knowledge in organization, project management, travel and relationship management platforms including, but not limited, to Microsoft Asana, OneNote, SharePoint, NEO1 or Concur Travel, Salesforce CRM, virtual meeting platforms (e.g., zoom, Microsoft Teams, etc.) or similar software with the ability to learn new or updated technology; Excellent time management skills with a proven ability to meet deadlines; Expert level verbal and written communication skills and attention to detail; Excellent interpersonal skills with proven ability to build and maintain relationships; Extensive knowledge of office administration, clerical systems and procedures, and recordkeeping systems; Superior ability to identify and solve problems and appropriately facilitate conflict resolution; Highly organized in approach with demonstrated ability to handle multiple projects, timelines and budgets within fast-paced environment while maintaining a commitment to high quality, detail-oriented work; Superior leadership and cross functional project management skills with the ability to motivate and galvanize others toward a common goal.

JEDI Commitment 

At Big Brothers Big Sisters of America, justice, equity, diversity, and inclusion (JEDI) is an integral part of our values and mission. We recognize, affirm, and celebrate the diverse backgrounds, lives, and experiences of all of our stakeholders, including youth, families, donors, volunteers, and staff. We ensure the opportunity for all voices and perspectives to be heard and honored. In the workplace, we foster an environment where all people can be their best selves. We affirm that every person [regardless of ability, age, cultural background, ethnicity, faith, gender, gender identity, gender expression, ideology, income, national origin, race or sexual orientation, marital or veteran status] has the opportunity to reach their full potential. We strive to realize the full potential that is within all of us by ensuring that all voices and perspectives are heard and honored. 

Equal Employment Opportunity 

BBBSA provides equal employment opportunities to all qualified individuals without regard to race, creed, color, citizenship, religion, national origin, age, sex, familial or marital status, pregnancy, military or veteran status, sexual orientation, gender identity or expression, genetic information, disability, or any other legally protected status in accordance with applicable local, state, and federal laws, regulations, and ordinances. 

Americans with Disabilities Act 

Employee must be able to perform all essential job functions, with or without reasonable accommodation. 

Job Responsibilities 

The above statements reflect the general duties, responsibilities and competencies considered necessary to perform the essential duties and responsibilities of the job and should not be considered as a detailed description of all the work requirements of the position.  BBBSA may change the specific job duties with or without prior notice based on the needs of the organization.  

Big Brothers Big Sisters of America is directly recruiting and hiring for this position. We are not engaging any staffing/recruitment firms or agencies for this position. If any candidate profile/resume/identifying information is sent to Big Brothers Big Sisters of America and/or Big Brothers Big Sisters agencies, we will not pay any referral or firm fees in relation to this information. 

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