Executive Assistant

Boys & Girls Clubs of Larimer County•Fort Collins, CO

6d•$58,000 - $65,000•Hybrid

About The Position

The Executive Assistant serves as a strategic partner to the CEO of Boys & Girls Club of Larimer County, providing high-level administrative support that enables effective leadership across our 10 club locations serving youth in Fort Collins, Loveland, Wellington, and Estes Park. This role requires exceptional organizational skills, discretion with confidential information, and the ability to interface professionally with board members, donors, staff, and community partners. The ideal candidate will proactively anticipate needs, manage complex priorities, and support the CEO in advancing our mission to enable all young people to reach their full potential as productive, caring, responsible citizens.

Requirements

Bachelor's degree or equivalent combination of education and experience
Minimum 1-3 years of executive-level administrative support experience
Exceptional organizational and time management skills with ability to manage competing priorities
Outstanding written and verbal communication skills
High level of proficiency with Microsoft Office Suite and/or Google Workspace
Experience with calendar management platforms and virtual meeting tools (Zoom, Teams, Google Meet, etc.)
Demonstrated ability to handle confidential information with discretion and professionalism
Strong attention to detail and commitment to accuracy
Ability to work independently, anticipate needs, and take initiative
Professional demeanor with excellent interpersonal skills

Nice To Haves

Experience in nonprofit sector, particularly youth-serving organizations
Knowledge of board governance and nonprofit operations
Experience with donor databases, CRM systems, or grant management software
Project management experience or certification
Familiarity with Larimer County communities and stakeholders
Bilingual skills (English/Spanish)

Responsibilities

Manage the CEO's complex and dynamic calendar, prioritizing appointments and resolving scheduling conflicts with sound judgment
Coordinate internal and external meetings, including logistics, venue arrangements, catering, technology setup, and materials preparation
Prepare meeting agendas, briefing materials, and background information for the CEO and Executive Leadership Team
Attend meetings as requested, take minutes, track action items, and ensure timely follow-up
Provide support to Executive Leadership Team; remove obstacles & barriers and assist with team communication
Schedule and coordinate site visits across all 10 club locations throughout Larimer County
Monitor, prioritize, and manage the CEO's email inbox, drafting responses and flagging urgent matters
Screen and route incoming communications, determining appropriate action and priority level
Draft correspondence, presentations, reports, and other communications on behalf of the CEO
Ensure timely responses to time-sensitive requests from board members, donors, and stakeholders
Supports the Board of Directors with monthly meeting scheduling, as well as attendance and dashboard tracking.
Serve as staff liaison to Board Development Committee
Prepare materials for Board of Directors meetings, committee meetings, and special sessions
Support CEO and Executive Leadership Team’s engagement with major donors, community partners, and key stakeholders when requested
Represent BGCLC as an ambassador at outreach events and activities as needed
Provide project management support for CEO-led strategic initiatives and organizational priorities
Conduct research and compile briefing materials to support decision-making
Track and monitor progress on key organizational goals and CEO commitments
Coordinate across departments to ensure alignment of cross-functional projects
Support multi-site coordination and communication across Fort Collins, Loveland, Wellington, and Estes Park locations
Manage expense reporting, budget tracking, and procurement for the CEO and Executive Leadership Team
Process invoices, purchase orders, and reimbursements
Maintain organized online filing systems for easy retrieval of information
Manage confidential and sensitive information with appropriate discretion
Coordinate office operations and vendor relationships as needed
Other duties as assigned