Administrative Assistant
Help Make a Difference in the Community
Are you organized, detail-oriented, and someone who enjoys keeping things running smoothly?
This is a great opportunity for someone who enjoys variety, can manage multiple priorities, and takes pride in providing excellent administrative support. From processing invoices and managing calendars to supporting multiple departments and welcoming visitors, you’ll play an important role in the day-to-day operations of our organization.
This role is an in person job in Santa Barbara, California at our Administrative Office.
Overview:
As the Administrative Assistant, you will provide 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.
Key Responsibilities:
Process accounts payable responsibilities, including invoices, QuickBooks data entry, and gift processing.
Provide regular clerical and administrative support to the Chief Executive Officer and other Administrative Office staff.
Prepare correspondence, reports, and draft letters using established formats.
Proofread documents for accuracy before supervisory review and signature.
Pick up and process mail from the post office daily.
Maintain the Chief Executive Officer's calendar, including scheduling meetings and coordinating logistical and travel arrangements.
Prepare meeting agendas and minutes as requested.
Answer incoming telephone calls, provide general information, route callers to the appropriate staff member, and take messages as necessary.
Maintain organized and accurate electronic and hard-copy filing systems.
Monitor office supply inventory and order supplies as needed.
Monitor office equipment and service contracts, coordinate routine maintenance, and contact service representatives as necessary.
Serve as the Administrative Office receptionist, professionally greeting members and visitors and maintaining attendance and visitor logs.
Provide administrative support to departments throughout the organization, including Finance, Development, Operations, and Human Resources.
Perform other related administrative and clerical duties as requested.
Required Skills & Qualifications
Bachelor's degree from an accredited college or university, or equivalent experience.
Minimum of two years of experience in a Boys & Girls Club or similar youth-serving organization overseeing daily operations.
Strong written and verbal communication skills.
Demonstrated ability to effectively work with youth, families, staff, and community leaders.
Experience addressing behavioral and discipline-related situations with youth.
Strong organizational skills with the ability to meet deadlines.
Experience supporting fundraising events and community engagement efforts.
Experience supporting teen development and college readiness programs preferred
Bilingual (English/Spanish) preferred
Valid driver's license with a clean driving record.
Ability to successfully pass a background check and drug screening.
At UBGC, you’ll be part of a team that is dedicated to creating Great Futures for youth in our community.
United Boys & Girls Clubs of Santa Barbara County (UBGC)
Location: In-person at the Administrative Office
Status: Full-time; Non-Exempt
Pay range: $21.63- $25.00
Benefits: Health, Dental, Vision, Paid time off, 401K
If you are interested in applying for the Administrative Assistant, 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!