Executive Assistant and Office Administrator

Legends of Basketball•Chicago, IL

3d•Onsite

About The Position

Legends of Basketball is a nonprofit association of former professional basketball players, founded in 1992 with support from the NBA and NBPA. As a registered 501(c)(3), the organization supports members through its pillars of Camaraderie, Community, Family, Financial Stability, and Health. The Executive Assistant and Office Administrator serves as a trusted partner to the CEO and Chief of Staff and helps ensure smooth day-to-day operations. The role combines executive support, office administration, board and meeting coordination, vendor management, and administrative project execution. This highly visible position coordinates across staff, board members, donors, partners, vendors, and other stakeholders. The position maximizes executive effectiveness by managing time, priorities, communications, and commitments; establishes administrative systems and workflows; supports governance and leadership operations; maintains a professional office environment; tracks deadlines and follow-up; handles confidential information; and provides administrative support for fundraising, partnerships, and special events. The role is based in person at the Chicago office, typically four to five days per week, with flexible hours that may exceed 40 hours when necessary and overnight travel as needed.

Requirements

At least 5 years of experience supporting senior executives, preferably in a nonprofit, association, foundation, or mission-driven organization.
Exceptional organizational and time-management skills.
Strong written and verbal communication abilities.
Ability to manage multiple priorities with minimal supervision.
Demonstrated discretion and professionalism when handling confidential information.
Advanced proficiency with Microsoft Office and Google Workspace.
Strong attention to detail and follow-through.
Ability to work in person at the Chicago office.
Reliable transportation to visit off-site client locations.
Ability to hear and speak to communicate by phone, Zoom, or other modes with people inside and outside the office.
Visual ability to review information on a computer and in hard-copy form.
Ability to sit and/or stand at a desk for extended periods and perform long hours of computer work.
Manual dexterity for computer keyboarding and use of office equipment.
Physical ability to lift at least 20 pounds and move around the office repeatedly throughout the day.
Flexible work hours, including work in excess of 40 hours per week when necessary.
Ability to perform overnight travel as deemed necessary by the CEO.

Nice To Haves

Experience supporting a CEO, Executive Director, President, or other C-suite executive.
Experience working with nonprofit boards or directors.

Responsibilities

Manage complex calendars for the CEO and Chief of Staff, schedule meetings, resolve conflicts, and prioritize requests.
Prepare meeting agendas, briefing materials, presentations, reports, and correspondence.
Track leadership action items, deadlines, and follow-up tasks, and serve as a gatekeeper for executive time and priorities.
Support preparation for speaking engagements, donor meetings, board meetings, and special events.
Process expense reports, reimbursements, invoices, and related administrative documentation in partnership with finance and accounting.
Draft, proofread, and edit communications on behalf of leadership, handling sensitive information with professionalism and discretion.
Manage daily office operations and maintain a welcoming, organized, and professional workplace.
Oversee office supplies, equipment, technology coordination, email, shipping, and vendor relationships.
Maintain organizational files, records, databases, shared calendars, contact databases, and administrative systems.
Coordinate onboarding logistics for new staff, contractors, and interns.
Assist with budget tracking, invoice processing, and administrative recordkeeping.
Identify and implement process improvements that increase efficiency and effectiveness.
Coordinate office meetings, staff gatherings, and organizational events.
Coordinate Board of Directors and committee meetings, including preparing board packets, agendas, meeting materials, and presentations.
Record and distribute meeting minutes and action items; maintain governance records and board documentation.
Support communication between leadership and board members, and assist with annual planning and governance-related administrative activities.
Support fundraising, partnerships, special events, strategic planning, organizational reporting, and other administrative projects.
Anticipate organizational needs, identify gaps, solve problems, and recommend improvements.
Work in person at the Chicago office, generally four to five days per week; visit off-site client locations and travel overnight when deemed necessary by the CEO.