About Us For over 90 years, Boys & Girls Clubs of Delaware has impacted thousands of lives across Delaware. We are the largest licensed provider of childcare in Delaware and the only statewide Boys & Girls Club in the nation. Each and everyday girls and boys are left to find their own recreation and companionship. An increasing number of kids are at home with no adult care or supervision. Young people need to know they have a place in their community where they can go. Clubs provide a safe haven for youth, allow them to meet with friends and be a part of positive peer groups. Club programs teach life skills, conflict resolution and focus on the development of character. Clubs also provide members with positive role models and a nurturing environment that help improve decision-making skills. Position Summary Under the direct supervision of the Operations Support Specialist this position provides administrative support for the Operations Support Specialist, Chief Operating Officer and other administrative staff located at South Admin offices. In addition to receiving and redirecting calls and visitors, and handling the COO’s scheduling, the Administrative Assistant performs various tasks, such as coordination of meetings and conferences, obtaining supplies, maintaining office equipment. The Administrative Assistant sets the tone for world-class customer service in his or her interaction with visitors, vendors/contractors, and BGCDE employees and volunteers. Work Location : South Admin. Office 1683 New Burton Rd Dover, DE 19904 Essential Functions: Maintain COO’s meeting schedule, which includes meeting with the COO monthly to confirm and coordinate what he/she has scheduled in Outlook and manual scheduler. Provide reminders as needed to ensure punctual attendance at all meetings, virtual or in-person. Schedule and set up for administrative meetings to be held at South Admin and elsewhere, including sending meeting requests and making arrangements for food/beverage, preparing materials, taking minutes, etc. Send timely reminders and registration instructions in advance of meetings, training sessions, and events. Assist as needed with various office functions (e.g. scanning, copying, making copies, and transcribing recorded meetings). Ensure the office is well-stocked with necessary supplies, including ordering, organizing, and monitoring usage to prevent shortages and maintain budget compliance. Assist as needed with purchase orders, check requests, and monitor staff’s use of COO’s corporate credit card. Complete and submit COO’s monthly credit card report and receipts to accounting. Work with IT staff to troubleshoot problems (e.g. computer hardware, software, telephone system, video conferencing) and help ensure office Internet, network, and connectivity. Support driver certification process, including maintaining current records for each driver (e.g. online course completion, road test completion, periodic retraining and accidents. Maintain up-to-date Club, School Site, and office directories and provide copies to administrators as needed Answer phones for administrative staff located at South Admin. Take messages or fields/answers all routine and non-routine questions. Screen for solicitations. Direct incoming calls to the appropriate department or individual. Handle confidential and non-confidential information. Explain policies when necessary. Type and design general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy. Oversees and schedules use of South Admin conference room and other meeting rooms within the Greater Dover facility. Respond promptly to requests for reports/information. Assist Operations Support Specialist and COO in annual review of (and revisions to) the Operating Policies & Procedures manual and the Crisis Prevention, Preparation & Management Plan. Maintain Operations’ SharePoint files for easy access to important documents, policies, forms, instructions, etc. Maintain neat, orderly and professionally presentable office areas, including South Admin storage areas, copy room, etc. Articulate and reinforce the Boys & Girls Clubs of Delaware mission and core beliefs with employees and others who visit or contact the administrative offices. Qualifications and Educational Requirements Associates degree or equivalent years of experience is preferred Two years of experience as an Administrative Assistant, or office manager preferred. Must excel in written and verbal communications. Demonstrated knowledge of the principles and practices related to: Microsoft Office products, especially Word, Excel and Power Point. Application of appropriate business procedures and practices. Organizational policies, procedures and operations. Written and oral communication. Office equipment (computer, telephone, mail, printer/copier, scanner, fax, smart monitors, etc.) Other Requirements: The job includes the normal physical demands associated with office work operating out of the Southern Administrative Office. Some periodic travel to unit and other business locations may be necessary. Work Hours: Monday-Thursday Flexibility to work 20 hours per week Note: The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, nor is it to be interpreted as a comprehensive inventory of all duties, responsibilities, qualifications and objectives required of employees assigned to this job. Boys & Girls Clubs of Delaware is an Equal Opportunity Employer. Boys & Girls Clubs of Delaware does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and business need.