Executive Assistant/Office Coordinator

Written By UBGC Admin

Make Impact Behind the Scenes

United Boys & Girls Clubs of Santa Barbara County is looking for a highly organized, proactive Executive Assistant / Office Coordinator to support our Chief Executive Officer and help keep our organization running smoothly.

This is a key role for someone who thrives in a fast-paced, mission-driven environment and enjoys balancing executive support with office coordination. You’ll be at the center of communication, operations, and board engagement—helping ensure our leadership team can focus on making a difference in the lives of youth across our community.

Overview:

The Executive Assistant/Office Coordinator provides regular clerical and administrative support to the Chief Executive Officer or other Administrative staff as necessary. Prepares correspondence and reports, maintains Chief Executive Officer’s schedule and calendar, answers telephones and maintains electronic and hard copy files. Assists with accounting duties. Maintains databases as delegated. Serves as a key point of coordination between the CEO and the Board of Directors.

Key Responsibilities:

Executive & Administrative Support

  • Manage the CEO’s calendar, including scheduling meetings and coordinating logistics

  • Prepare correspondence, reports, presentations, and meeting materials

  • Draft and proofread documents with a high level of accuracy and professionalism

  • Serve as a primary point of contact by phone and in person, providing excellent customer service

  • Maintain organized electronic and physical filing systems

Office Coordination

  • Oversee office operations, including supplies, equipment, and vendor coordination

  • Monitor inventory and coordinate maintenance/service needs

  • Welcome visitors and ensure a professional and friendly front office environment

  • Support day-to-day administrative functions and special projects

Board of Directors Support

  • Coordinate board and committee meetings, including scheduling and logistics

  • Prepare and distribute board packets, agendas, and meeting materials

  • Maintain governance records, bylaws, and official documentation

  • Serve as a liaison between the Board of Directors and executive leadership

Required Skills & Qualifications:

  • College degree required.

  • Minimum of three years of clerical or administrative office experience.

  • Training in secretarial skills and use of common office equipment.

  • Experience with bookkeeping and QuickBooks.

  • Typing/keyboarding skills of at least 40 words per minute.

  • Strong written and verbal communication skills.

  • Excellent organizational skills with attention to detail.

  • Strong customer relations skills.

  • Ability to maintain strict confidentiality.

  • Must pass a criminal background check, complete required BGCA trainings

At UBGC, you’ll be part of a team that is dedicated to creating Great Futures for youth in our community. Your work will directly support leadership and operations that make a meaningful difference every day.

United Boys & Girls Clubs of Santa Barbara County (UBGC)
Location: In-person at Administration Office
Status: Full-time; Non-Exempt
Pay range: $25.60- $28.00
Benefits: Health, Dental, Vision, Paid time off, 401K

If you are interested in applying for the Executive Assistant/Office Coordinator position please send your resume to Reina Desales, at rdesales@unitedbg.org.

In the subject line, please include your first and last name as well as the position that you are applying for.

We look forward to hearing from you!

UBGC Admin
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