Executive Assistant to CEO and Human Resources Coordinator
Don Moyer Boys & Girls Club
Full-time
On-site
Champaign, Illinois, United States
$50,000 - $54,000 USD yearly
HR Entry Level
Executive Assistant to CEO and Human Resources Coordinator
Reports To: Chief Executive Officer (CEO)
Salary Range: $50,000 - $54,000 per year (hourly rate: $24.04 – $25.96, based on a 40-hour workweek). This is an hourly position, scheduled from 8:00 am to 5:00 pm. While the standard hours are weekdays, occasional flexibility is needed for early meetings at 7:00 am or to stay until 6:00 pm, as well as occasional weekend or evening events. These extended hours occur infrequently.
Salary Range: $50,000 - $54,000 per year (hourly rate: $24.04 – $25.96, based on a 40-hour workweek). This is an hourly position, scheduled from 8:00 am to 5:00 pm. While the standard hours are weekdays, occasional flexibility is needed for early meetings at 7:00 am or to stay until 6:00 pm, as well as occasional weekend or evening events. These extended hours occur infrequently.
Position Summary
The Don Moyer Boys & Girls Club is seeking a dynamic and highly organized professional to fill the dual role of Executive Assistant to the CEO and Human Resources Coordinator. This critical position is central to our organization, ensuring the seamless operation of HR functions while providing high-level administrative support to our CEO. As a key member of the leadership team, you must maintain strict confidentiality on all subject matter and HR matters, handling sensitive information with the highest level of discretion. You will manage everything from the complete employee lifecycle to executive scheduling and board communications.
A key aspect of this role will be mastering the MyClubHub software, the specialized platform for Boys & Girls Clubs. We will provide comprehensive training to ensure you become a subject matter expert, empowering you to effectively manage records and support our operational goals. This is a unique opportunity to grow your skills and make a significant impact on our Club's mission.
Key Responsibilities
Human Resources Coordinator Functions:
- Recruitment & Onboarding: Oversee the entire recruitment process, including posting jobs, screening candidates, conducting interviews, and managing offer letters. Welcome new hires by completing all necessary paperwork and orienting them to our policies and culture, while safeguarding confidential information at every stage.
- Employee Relations & Compliance: Act as a trusted resource for employees, addressing inquiries and supporting conflict resolution while strictly maintaining confidentiality regarding all HR and personnel matters. Maintain accurate employee records, manage benefits administration, and ensure all HR practices comply with local, state, and federal regulations.
- Performance & Development: Support the organization's performance management process, including appraisals and compensation management. Collaborate with leadership to identify professional development opportunities for staff, upholding the privacy of sensitive information.
- Claims & Records Management: Prepare and respond to Workers' Compensation and unemployment claims. Manage the electronic personnel file database, ensuring all documentation is complete, secure, and highly confidential.
- Volunteer Coordination: Oversee the volunteer application process, from initial communication to background screenings.
Executive Assistant to CEO Functions:
- Executive Support: Provide direct administrative support to the CEO, managing daily business tasks, coordinating calendars, and ensuring organizational goals are met, while handling all information with integrity and confidentiality.
- Board & Committee Liaison: Prepare and distribute meeting packets for the Board of Directors and its committees. Take minutes and handle all logistics for these important meetings, ensuring sensitive documents and discussions remain confidential.
- Software Administration: Co-administer the MyClubHub software system, maintaining comprehensive and secure records and becoming the go-to expert for the platform.
- Grant & Compliance Management: Track grant deadlines, assist with report preparation, and maintain all necessary compliance documentation for Boys & Girls Clubs of America (BGCA) membership.
- Event & Logistical Support: Provide support at all fundraising events, including U of I Football parking, Dancing with the Stars, and our annual golf outing.
- Payroll Assistance: Review and approve bi-weekly payroll for accuracy under the guidance of the CEO, with a strict commitment to maintaining confidentiality.
Additional Responsibilities
- May support direct youth programming as needed.
- May be required to operate a Club vehicle.
- Ability to tolerate outdoor temperatures during events.
- Capable of lifting up to 50 lbs.
- Other duties as assigned by the CEO.
Qualifications
- Associates or Bachelor’s degree from an accredited college or university, or equivalent professional experience.
- Proven experience in an administrative or HR role.
- Strong understanding of HR functions
- Demonstrated ability to maintain strict confidentiality in all aspects of the role.
- High proficiency in the Microsoft Office Suite package (Word, Excel, PowerPoint, Outlook) is required.
- Exceptional organizational, technological, and problem-solving skills.
- Excellent written and verbal communication abilities.
- A high degree of professionalism, discretion, and integrity is essential.