Administrative Assistant

Key Responsibilities

• Track & Maintain Records — Enter and manage member data, attendance, food program paperwork, and volunteer and teen work experience hours with accuracy and on deadline.
• Build Reliable Systems — Establish clear processes so staff submit data consistently and correctly; troubleshoot errors proactively.
• Communicate Proactively — Keep supervisors and staff informed on data quality, system updates, and improvement opportunities.
• Own the Front Desk — Serve as the first point of contact for members, families, volunteers, and visitors — creating a warm, organized welcome.
• Manage Daily Flow — Handle check-ins, membership cards, guest registration, phone calls, voicemails, and emails.
• Support Families — Conduct parent orientations, manage membership fees, and ensure the lobby reflects BGCSF’s standards and current materials.

Administrative Support

• Support Leadership — Manage the Clubhouse Director’s calendar, coordinate meetings, and handle scheduling and correspondence.
• Keep the Team Connected — Facilitate communication across staff, BGCSF departments, community partners, and families.
• Drive Reporting — Compile the monthly Clubhouse report and prepare documentation as needed.

Required Qualifications

• 2–5 years of administrative or equivalent experience.
• Proven data entry skills with strong attention to detail and accuracy.
• Customer service experience — professional, personable, and able to resolve minor conflicts calmly.
• Proficiency in Microsoft Suite and Google Workspace, especially Excel and Sheets.
• Ability to manage multiple priorities in a fast-paced environment.

Preferred Qualifications

• Red Cross First Aid/CPR certification or willingness to obtain within 90 days.
• Experience working with youth; strong communication skills with kids, staff, and families.
• Proficiency in design tools such as Canva, Adobe Publisher, or Photoshop.

Physical Requirements

• Must be able to lift 25 lbs.
• Must be able to stand for at least 2 hours consecutively.
• Must be able to sit at a computer workstation for long periods of time.

Benefits

• Comprehensive health benefits, including employer contributions.
• 401K pre-tax program and 7% employer contribution after one year of service.
• Employee Assistance Program (EAP).
• Education assistance.
• Pre-tax Transportation Savings Account.
• Flexible Spending Account (FSA).
• Generous Paid Time Off program.
• Paid Holidays.
• Life & Disability Insurance.
• Professional development opportunities.
• Free all-location West Coast Bay Club membership (for FT & PT after 90 days).

Pay

The wage range for this role takes into account the wide range of factors that are considered in making compensation decisions including but not limited to skill sets; experience and training; licensure and certifications; and other business and BGCSF needs. At BGCSF, our decisions are based on other factors and dependant on the circumstances for each position. Depending on the need and requirement of the position, an individual could be hired at or near the entry-level, mid-level or top-of-the-range for their role and compensation. As such, a reasonable estimate of the current range is $24.00 to $26.00 per hour.