Executive Assistant and Office Administrator

Legends of Basketball•Chicago, IL

9h•Onsite

About The Position

Legends of Basketball is a nonprofit association of former professional basketball players, united by a shared journey and shared belief that legacy does not end when the ball stops bouncing. Founded in 1922 with the support of the NBA and the NBPA, Legends of Basketball brings together former players from the NBA, ABA, WNBA, and Harlem Globetrotters. As a registered 501(c)(3), Legends of Basketball is committed to supporting its members beyond the game through 5 pillars: Camaraderie, Community, Family, Financial Stability, and Health. The Legends of Basketball fosters a strong and growing membership community that includes some of the most iconic players in basketball history. The Executive Assistant and Office Administrator serves as a trusted partner to the CEO and Chief of Staff while ensuring the smooth day-to-day operation of the organization. This individual is responsible for executive support, office administration, meeting and board coordination, vendor management, and administration project execution. The ideal candidate is highly organized, proactive, resourceful, and capable of balancing multiple priorities in a fast-paced environment. They are comfortable handing confidential information, anticipating needs, and creating systems that improve organizational effectiveness. This role is highly visible and serves as a key point of coordination across staff, board members, donors, partners, vendors, and external stakeholders.

Requirements

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 management 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
Experience supporting a CEO, Executive Director, President, or C-Suite executive
Experience working with nonprofit boards or directors
Chicago-based, in-person, 4-5 days/week
Hear and speak in order to use the phone, Zoom, or other modes to communicate with people both in and out of the office environment
Visual ability to review information on the computer as well as in hard copy form
Sit and/or stand at desk for extended periods and perform long hours of work at a computer
Apply manual dexterity for computer keyboarding and office equipment use
Physical ability to lift at least 20 lbs and move around office area repeatedly throughout the day

Nice To Haves

Must have reliable transportation to visit off-site client locations
Able to perform overnight travel as deemed necessary by the CEO

Responsibilities

Maximizing the effectiveness of the CEO and Chief of Staff by ensuring their time, priorities, communications, and commitments are managed efficiently and strategically.
Creating operational excellence across the organization by establishing and maintaining systems, processes, and administrative workflows that allow a small team to operate efficiently.
Serving as the central coordination hub for the organization by ensuring seamless communication and follow-through among staff, board members, vendors, partners, and key stakeholders.
Supporting strong governance and leadership operations through effective coordination of board meetings, leadership meetings, strategic planning sessions, and organizational reporting.
Maintaining a professional and welcoming office environment that reflects the organization’s values and enables staff productivity and collaboration.
Driving accountability and execution by tracking deadlines, action items, projects, and follow-up responsibilities on behalf of the CEO and Chief of Staff.
Protecting and managing confidential information with the highest level of discretion, professionalism, and sound judgment.
Providing administrative support for fundraising, partnerships, and special events to help advance the organization's mission and strategic goals.
Anticipating organizational needs before they become issues by proactively identifying gaps, solving problems, and recommending improvements.
Manage complex calendars for the CEO and Chief of Staff, including scheduling meetings, resolving conflicts, and prioritizing requests
Prepare meeting agendas, briefing materials, presentations, reports, and correspondence
Track action items, deadlines, and follow-up tasks for leadership
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
Handle sensitive and confidential information with professionalism and discretion
Manage daily office operations and ensure a welcoming, organized, and professional workplace
Oversee office supplies, equipment, technology coordination, email, shipping, and vendor relationships
Maintain organizational files, records, 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
Maintain shared calendars, contact databases, and organizational documentation
Coordinate office meetings, staff gatherings, and organizational events
Coordinate Board of Directors and committee meetings
Prepare 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
Assist with annual planning and governance-related administrative activities