EA to Chief of Staff & Foundation President

BOYS & GIRLS CLUBS OF TAMPA BAY INC•Tampa, FL

5h•$0 - $45,000•Onsite

About The Position

The Executive Assistant is a strategic partner for the Chief of Staff and supports the Foundation Leadership Team (Foundation President, Foundation President Emeritus and VP of Foundation Operations & Advancement). The Executive Assistant uses excellent judgment and discretion in working with others to ensure appropriate access to the Chief of Staff and Foundation President is maintained and all matters are addressed appropriately. The Executive Assistant serves as a support to the Chief of Staff, Foundation President, Planning and Measurement Team, and Foundation Leadership Team in the execution of their duties as assigned.

Requirements

Proficient with Microsoft Office 365 (Word, Excel, PowerPoint, Outlook)
Exceptional Organizational Skills
Time Management
Attention to Detail
Problem Solving
Multitasking
Virtual Meeting Platforms (Zoom, Teams)
Inbox & Correspondence Management
Database & CRM Systems
Fundraising Event Support
Bachelor’s degree in Nonprofit Management, Business Administration, or related field preferred.
Minimum of 3–5 years in an executive assistant or administrative support role preferred.
Valid driver’s license and approved to drive by our insurance carrier (minimum age 21).

Responsibilities

Serve as a strategic partner to the Chief of Staff by managing their calendar, coordinating meetings, prioritizing competing demands, and ensuring seamless daily operations.
Manage confidential communications, correspondence, and documentation while exercising sound judgment, discretion, and professionalism with internal and external stakeholders.
Coordinate travel, meeting logistics, briefings, agendas, and follow-up activities while maintaining efficient workflows and supporting organizational priorities.
Serve as a liaison to external stakeholders who seek to contact the Chief of Staff and Foundation President.
Draft, proofread, edit, and finalize correspondence, reports, presentations, and meeting materials with exceptional attention to detail and accuracy.
Organize the flow of information, monitor action items, and ensure leadership receives timely updates and required documentation.
In conjunction with the VP of Foundation Operations & Advancement, serves as the primary administrative liaison between the Chief of Staff’s office and Foundation Board members, ensuring timely, professional, and effective communication.
As directed, prepare, coordinate and distribute Foundation Board meeting materials, including agendas, presentations, reports, and supporting documentation. Ensure Board packets are delivered at least three business days prior to meetings and maintain accurate, comprehensive, and error-free meetings minutes.
Track board action items, monitor follow-up activities, and maintain confidential board records in compliance with organizational policies.
Coordinate all logistical aspects of Foundation Board meetings with the VP of Operations & Advancement.
Plan and support Foundation fundraising events and leadership functions by managing event logistics, vendor coordination, and stakeholder communications.
Ensure meetings and events are executed efficiently through proactive planning, scheduling, RSVP management, and post-event follow-up.
Conduct research, collect and analyze data, and prepare reports, presentations, and executive summaries to support leadership initiatives and strategic decision-making.
Manage multiple special projects simultaneously while maintaining accuracy, meeting deadlines, and adapting to changing organizational priorities.
Support Chief of Staff and Foundation Leadership Team with administrative and operational projects that improve organizational effectiveness and enhance stakeholder engagement.
Handle highly confidential information with integrity while maintaining professionalism and exercising independent judgment in sensitive situations.
Develop and maintain organized filing systems, governance records, and documentation that support operational efficiency and compliance.
Demonstrate exceptional organizational, time management, and problem-solving skills to anticipate needs and ensure seamless administrative support.