Description

Executive Assistant

Reports To: CEO or Chief of Staff

Position Purpose

The Executive Assistant provides high-level administrative and project support to the CEO and executive leadership team. This role is responsible for anticipating needs, managing priorities, coordinating executive schedules and communications, supporting the Board of Directors, and ensuring important projects and commitments move forward.

A highly successful Executive Assistant is proactive, organized, responsive, and trusted. They anticipate what is needed before being asked, communicate effectively with a wide range of stakeholders, exercise sound judgment and discretion, and ensure executives are prepared and supported. The Executive Assistant also serves as an important representative of the organization and contributes to a positive, collaborative workplace culture.

Essential Duties & Responsibilities

Executive & Administrative Support

Provide high-level administrative support to the CEO and executive leadership team.
Proactively anticipate executive needs, upcoming deadlines, commitments, and priorities.
Manage executive calendars, including scheduling meetings, coordinating travel time, and avoiding unnecessary scheduling conflicts or overbooking.
Look ahead at upcoming weeks to identify needed preparation, scheduling adjustments, or potential conflicts.
Review upcoming meetings and commitments with executives and ensure necessary materials and information are prepared in advance.
Draft routine correspondence and internal communications on behalf of executive leadership.
Maintain accurate and organized electronic files, records, contact information, and correspondence.
Complete assigned work accurately and on time with strong follow-through and minimal need for reminders.
Coordinate occasional executive travel, conferences, meetings, and off-site errands.

Project Management & Organizational Support

Coordinate projects related to the Strategic Plan, organizational priorities, and executive initiatives.
Maintain project timelines, track deliverables, follow up with stakeholders, and proactively keep work moving forward.
Support individual and cross-departmental projects as assigned.
Assist other departments with organizational priorities, special events, and projects when additional support is needed.
Communicate project updates, deadlines, questions, and potential barriers proactively.
Support the Senior Management Team as directed.

Board of Directors Support

Serve as a primary administrative liaison to the Board of Directors.
Coordinate Board and committee meetings, calendars, communications, and materials.
Gather reports, prepare agendas, and compile and distribute meeting materials.
Maintain the Board Hub in SharePoint, ensuring information is current, organized, and easily accessible.
Track Board participation, meeting attendance, events, and upcoming commitments.
Provide Board members with timely organizational updates and important dates.
Maintain professional, responsive communication with Board members and other key stakeholders.

Executive Communications & Culture

Coordinate internal communications from the CEO and executive leadership to support timely and consistent communication across the organization.
Communicate clearly and professionally with internal and external stakeholders, accurately representing the voice and perspective of executive leadership.
Handle sensitive and confidential information with discretion and sound judgment.
Build positive relationships across departments and serve as a welcoming and professional representative of the organization.
Participate in the Perks & Rec Committee and support team events, meetings, and activities that contribute to employee engagement and morale.

BGC3 – How We Show Up

The Executive Assistant demonstrates BGCSM’s BGC3 competencies through:

CONNECT

Communicates Effectively: Provides clear, timely, and proactive communication.
Instills Trust: Handles sensitive information with discretion, integrity, and reliability.
Collaborates: Builds strong relationships and works effectively across teams.
Customer Focus: Provides responsive, professional support to internal and external stakeholders.

DRIVE

Drives Results: Takes ownership and follows tasks and projects through to completion.
Drives Engagement: Contributes to a positive, connected organizational culture.
Action Oriented: Anticipates needs and takes initiative without waiting for direction.

ADAPT

Being Resilient: Remains flexible, organized, and solutions-focused as priorities and needs change.

Boys & Girls Clubs of Sonoma-Marin

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Executive Assistant