Boys & Girls Clubs of Volusia/Flagler Counties
Position: Administrative Assistant
Department: Administration
Reports To: Executive Leadership
Employment Type: Full-Time
Location: Volusia County, Florida
Position Summary
Boys & Girls Clubs of Volusia/Flagler Counties is seeking a highly organized, dependable, and professional Administrative Assistant to provide administrative and operational support to the organization and its leadership team.
The Administrative Assistant plays an important role in helping our Administrative Headquarters operate efficiently and effectively. This position supports day-to-day office functions, communication, scheduling, recordkeeping, document preparation, meeting coordination, and other administrative needs across the organization.
The ideal candidate is detail-oriented, personable, able to manage multiple priorities, and comfortable working in a fast-paced nonprofit environment. This individual should demonstrate professionalism, discretion, initiative, and a commitment to the mission of Boys & Girls Clubs.
Essential Duties & Responsibilities
- Provide general administrative support to executive leadership and other members of the administrative team.
- Answer and direct incoming telephone calls, emails, visitors, and general inquiries in a professional and welcoming manner.
- Assist with calendar management, scheduling, meeting coordination, and appointment preparation.
- Prepare correspondence, reports, presentations, meeting materials, forms, and other organizational documents.
- Maintain organized electronic and physical filing systems and ensure records are accurate and easily accessible.
- Assist with data entry, tracking spreadsheets, reports, and administrative databases.
- Coordinate meeting logistics, including preparing agendas, assembling materials, reserving meeting spaces, and documenting information as requested.
- Assist with correspondence and communication with staff, Board members, community partners, vendors, donors, and other stakeholders.
- Receive, distribute, and process incoming mail, deliveries, invoices, and other administrative documentation.
- Maintain office supplies and assist with coordinating office equipment, vendors, and facility-related needs.
- Support administrative aspects of organizational events, trainings, staff meetings, Board meetings, and special projects.
- Assist with collecting and organizing documentation required for internal reporting, grants, audits, compliance, and organizational records.
- Maintain confidentiality when handling personnel, financial, donor, organizational, and other sensitive information.
- Work collaboratively with Club leadership and staff across Volusia and Flagler Counties.
- Assist with special projects and other administrative responsibilities as assigned.
Qualifications Required
- High school diploma or equivalent.
- Previous administrative, clerical, office management, customer service, or related professional experience.
- Strong organizational and time-management skills.
- Excellent written and verbal communication skills.
- Strong attention to detail and accuracy.
- Ability to prioritize multiple assignments and meet deadlines.
- Professional and courteous demeanor when interacting with staff, families, Board members, donors, community partners, and the public.
- Ability to maintain confidentiality and exercise sound judgment.
- Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and Teams.
- Ability to learn and effectively use organizational software, databases, and technology.
- Reliable attendance and the ability to work independently as well as collaboratively with a team.
Preferred
- Associate or bachelor's degree in business administration, nonprofit management, communications, or a related field.
- Two or more years of administrative or executive support experience.
- Previous experience working in a nonprofit, youth development, education, or community-based organization.
- Experience assisting with event coordination, Board administration, data management, or organizational reporting.
Knowledge, Skills & Abilities
The successful candidate will demonstrate:
- Exceptional organization and follow-through.
- Strong interpersonal and customer-service skills.
- Professional written communication and business correspondence skills.
- Ability to anticipate administrative needs and take initiative.
- Ability to maintain composure while managing competing priorities.
- Strong problem-solving skills.
- Accuracy when working with records, documents, and data.
- Ability to appropriately handle confidential and sensitive information.
- A collaborative and service-oriented approach to supporting colleagues.
- Commitment to the mission and values of Boys & Girls Clubs of Volusia/Flagler Counties.
Work Environment
This position primarily operates within an administrative office environment and requires regular interaction with employees, Club leadership, Board members, community partners, vendors, donors, families, and visitors.
Occasional participation in organizational meetings, trainings, special events, community events, or activities outside normal office operations may be required.
Our Mission
Boys & Girls Clubs of Volusia/Flagler Counties works to enable all young people, especially those who need us most, to reach their full potential as productive, caring, and responsible citizens.
The Administrative Assistant contributes to this mission by helping ensure that the organization's administrative operations remain organized, responsive, professional, and equipped to support the staff who serve our youth and communities.
What We're Looking For
We are looking for someone who takes pride in being dependable, organized, and helpful. The right candidate understands that strong administrative support is essential to a successful organization and is comfortable stepping in wherever needed to help the team succeed.
This position is an excellent opportunity for an administrative professional who enjoys variety, values meaningful work, and would like to contribute to an organization dedicated to making a positive difference in the lives of young people throughout Volusia and Flagler Counties.
Boys & Girls Clubs of Volusia/Flagler Counties is an Equal Opportunity Employer.
Pay: $30,000.00 - $35,000.00 per year
Work Location: In person
