Administrative Assistant, Agency Growth at Big Brothers Big Sisters of America

Position Purpose

As a direct report of the Senior Manager, Agency Growth Operations, the Administrative Assistant, Agency Growth, will support the Senior Manager in maintaining efficient operations of the department. This role requires a highly organized individual with exceptional software and communication skills to independently manage daily administrative tasks, coordinate meetings, and support ongoing strategic projects. This individual will serve as a supporting and at times, direct liaison between teams within the Agency Growth department, across departments within Big Brothers Big Sisters of America (BBBSA), the Big Brothers Big Sisters (BBBS) network of 230+ agencies and external partners, ensuring all administrative duties are handled in a timely and professional manner.

Career Opportunity Closing Date: Until Filled

Location: United States (100% REMOTE)

Travel: Approximately 5 to 10%

Essential Duties and Responsibilities

Administrative Support

• Assist with scheduling meetings, coordinating calendars, and organizing events for the Senior Manager and other leadership team members.

• Draft and handle correspondence, including emails, memos, and reports, ensuring clear and timely communication with internal and external stakeholders.

• Prepare and organize materials for meetings (e.g., agendas, minutes, presentations).

• Assist with managing departmental budgets, expense reporting, and invoice processing.

Project Assistance

• Support the execution of departmental projects by assisting with planning, tracking milestones, and providing administrative follow-up.

• Assist in drafting, proofreading, and editing documents, presentations, and reports for the Agency Growth Team.

• Maintain project documentation and ensure it is updated and accessible to team members.

• Communicates consistently and clearly with Project Leads, team members, and other key stakeholders, as assigned, to keep the projects on track.

• Directly supports staff involved to ensure that the project is completed, on time, on budget and to the satisfaction of funder expectations.

• Offers high-level customer service and customer focused problem-solving that builds trust and ensures more effective project implementation.

Operations and Communication

• Facilitate communication across the Agency Growth Team and assist in relaying information to relevant departments.

• Manage departmental records, including contracts, agreements, and key administrative documents, ensuring compliance with established processes.

• Assist with the management of contract administration, working closely with the Senior Manager and legal department.

Event Meeting and Coordination

• Organize virtual and in-person meetings, including preparing materials, coordinating logistics, and following up with attendees as needed.

• Handle administrative tasks related to board meetings, internal team meetings, and external partner communications.

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 & Related Work Experience

Education Level: High school diploma or G.E.D equivalent required with relevant experience at an advanced to expert level of administrative support within a business environment.

Years of Related Work Experience: A minimum of three (3) years of relevant experience, with an emphasis on administrative excellence, advanced proficiency in Microsoft Office and familiarity in project management.

Skills and Knowledge: Highly proficient in Word, Excel, PowerPoint and project management software (such as Asana); Exceptional administrative skills, with high attention to detail; Excellent interpersonal skills, customer service oriented; Excellent verbal and written communication skills; Ability to work independently, managing multiple projects, while achieving results consistently on deadline; Excellent team working skills; ability to collaborate cross-functionally; Highly organized in approach, with ability to set and manage priorities; Advanced organizational skills with excellent attention to detail; Ability to maintain confidentiality and manage sensitive information; Project Management proficiency; Experience in a nonprofit organization and/or knowledge of youth development programs

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.