Executive Assistant to President

About the role

The Executive Assistant to the President & CEO serves as a strategic partner, trusted advisor, and operational extension of the CEO. This role provides high level executive support, ensuring the CEO’s time, priorities, and relationships are managed with precision, discretion, and excellence. The EA anticipates needs, removes barriers, and creates the conditions for the CEO to operate at maximum effectiveness across a complex, fast-moving organization.

Responsibilities

• Manage and optimize the CEO’s calendar, commitments, and workflow, ensuring alignment with organizational priorities.
• Anticipate needs, prepare briefing materials, and ensure the CEO is fully equipped for meetings, presentations, and external engagements.
• Maintain strict confidentiality: Handle highly sensitive organizational information, including personnel files, executive reviews, legal documents, and funding negotiations with absolute discretion.
• Support governance operations, board engagement, donor stewardship, and cross departmental coordination.
• Process expense reports, invoices and reimbursements accurately and in a timely manner.
• Serve as the Governance Board Liaison, maintaining official records, Board rosters, committee lists, bylaws, and governance compliance tracking.
• Attend all Board and Executive Committee meetings; transcribe, format, and archive official minutes.
• Coordinate Board Orientation, Annual Meetings, and the annual Board Retreat.
• Support donor stewardship by preparing briefing memos, tracking cultivation touchpoints, and coordinating executive engagement.
• Represent the Executive Office with professionalism in interactions with corporate partners, government officials, and community leaders.
• Oversee the flow of information to and from the CEO’s office, ensuring clarity, accuracy, and timeliness.
• Track key initiatives, deadlines, and deliverables, ensuring follow up and accountability across teams.
• Independently resolve scheduling conflicts and logistical challenges.
• Operate a motor vehicle as required.
• Operate standard office equipment and must maintain visual and auditory acuity.
• Perform management, programming, in-person activities, and club duties on-site, including lifting to 30 pounds, standing, sitting, or walking for extended periods, bending, and reaching.
• Operate a computer and other office productivity equipment such as a copy machine, phone, printer, and tablet frequently.
• Pass a pre-employment drug screening and continue employment contingent upon passing randomized drug screenings.

Qualifications

• Bachelor’s degree is preferred in Business, Communications, Nonprofit Management, or related field.
• Minimum of 5 years of executive-level support; 7–10 years preferred for high complexity environments.
• Exceptional written and verbal communication skills, including proposal development, presentation skills, and ability to adapt style to different audiences.
• Experience collaborating across departments (e.g., programs, finance, marketing, operations) to align partnership and strategies with organizational priorities.
• Strong judgment, emotional intelligence, and ability to navigate sensitive situations.
• Prioritized ability to manage multiple priorities, anticipate needs, and operate calmly under pressure.
• Mission driven mindset and commitment to advancing youth development and community impact.
• High level of strategic thinking with strong project management skills, including planning, prioritizing, problem-solving, and meeting deadlines in a fast-paced environment.
• High proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams, SharePoint) and CRM systems (Salesforce or similar).
• Ability to manage prioritizing and meeting deadlines to produce quality results under pressure.
• Executes projects with acute attention to detail and follow-through.
• Ability to collaborate effectively with board members, volunteers, staff, and community partners, maintaining a positive, professional, and solutions-oriented approach.

Skills

• Strategic Support: Anticipates executive needs and aligns tasks with organizational goals.
• Attention to Detail: Ensures accuracy and thoroughness in communications and administrative processes.
• Interpersonal Communication: Builds trust and communicates effectively with diverse stakeholders.
• Confidentiality: Maintains the highest level of discretion.
• Adaptability: Adapts to changes in the work environment, including working with diverse individuals or groups.
• Modifies Approaches: Adapts approaches to fit the situation and remains flexible and composed when facing change.
• Results Driven: Works autonomously, prioritizes effectively, and delivers high quality outcomes to optimize organization performance.
• Teamwork: Collaborates with humility, professionalism, and a growth mindset.

Benefits

Normal professional office environment with occasional visits to Club sites, corporate offices, and event venues. The position requires working in both indoor and outdoor environments of an office or club setting, which may involve exposure to varying weather conditions.

Pay

Commensurate with experience.

Schedule

Varies.

Additional Accountabilities

• Internal Relationships: Maintains close, daily contact with Club staff (professional and volunteer), Club members, and supervisor to receive/provide information, discuss issues, explain guidelines/ instructions; instruct; and advise/counsel.
• External Relationships: Maintains contact with members, families, alumni, community leaders, youth-serving professionals, other Clubs, media contacts, donors, volunteers, board members, vendors, consultants, organizations, firms, financial institutions, and others to achieve program goals and objectives, manage costs, share information, and resolve problems.

Pre-Employment and Ongoing Compliance Requirements

• Candidates must successfully pass a pre-employment drug screening.
• Continued employment is contingent upon passing randomized drug screenings.

Disclaimer

The information presented in this job description is intended to illustrate the general nature and level of work expected of employees in this classification. It is not a comprehensive inventory of all duties, responsibilities, qualifications, and objectives required of employees assigned to this job. Job responsibilities and requirements are subject to change based on the club's needs and the direction of the Club Director and Chief Executive Officer.