Executive Administrative Assistant

Boys and Girls Club of Greater Detroit; Detroit (MI); On-site; USD 50,000 - 70,000; Full time

Job summary

Boys and Girls Club of Greater Detroit seeks an Executive Administrative Assistant to support the CEO with high-level administrative, operational, and communication tasks, ensuring priorities are managed and confidential information remains secure.

You will coordinate calendars, prepare briefing materials, support Board meetings, and help advance organizational initiatives while delivering exceptional service to stakeholders across the organization.

Qualifications

• Professional, polished and discreet representative for executive leadership.
• Excellent written and verbal communication with respectful clarity.
• Strong attention to detail, grammar, formatting and follow-through.
• Highly organized and able to multitask in a fast-paced environment.
• Proactive problem-solver who takes initiative and works independently.
• Strong time-management and prioritization of urgent tasks.
• Comfortable learning and using technology to improve efficiency and collaboration.

Responsibilities

• Serve as a trusted administrative partner to the CEO by coordinating executive priorities, tracking key initiatives, and ensuring timely follow-up on action items and organizational commitments.
• Manage and maintain the CEO’s calendar, including scheduling meetings, appointments, deadlines, and priorities while proactively identifying conflicts and ensuring effective use of executive time.
• Coordinate meeting logistics, prepare agendas, compile briefing materials, and ensure the CEO is prepared for upcoming meetings, decisions, and organizational commitments.
• Support Board of Directors meeting preparation, including coordinating agendas, meeting materials, logistics, and follow-up items, as assigned.
• Coordinate administrative aspects of cross-functional projects and organizational initiatives by tracking timelines, deliverables, deadlines, and action items to support successful execution.
• Monitor, organize, and prioritize incoming communications, including email correspondence, identifying urgent matters, escalating items requiring attention, and drafting responses as appropriate.
• Serve as a professional liaison for the CEO by providing exceptional customer service and maintaining positive relationships with internal and external stakeholders
• Develop and maintain organized digital records, files, shared folders, and documentation using Microsoft SharePoint and other collaboration platforms.
• Create professional presentations, flyers, one-page summaries, and communication materials using Canva and Microsoft tools to support executive and organizational needs.
• Support executive and organizational engagement activities, including leadership meetings, community events, partner interactions, and organizational initiatives, as needed.
• Make travel arrangements for out-of-state travel, including coordinating transportation, lodging, itineraries, and related logistics as needed.

Skills

Discretion

Communication

Detail orientation

Organization

Proactive problem solving

Time management

Tech-savvy

Job description

Position Summary

The Executive Administrative Assistant serves as a trusted partner to the Chief Executive Officer (CEO), providing high-level administrative, operational, and communication support. This role manages executive priorities, coordinates complex schedules, facilitates communication with internal and external stakeholders, and ensures the CEO is informed of critical matters requiring their attention. The ideal candidate is highly organized, proactive, technologically proficient, exercises sound judgment, and maintains the highest standards of professionalism, discretion, and confidentiality.

Key Responsibilities

• Serve as a trusted administrative partner to the CEO by coordinating executive priorities, tracking key initiatives, and ensuring timely follow-up on action items and organizational commitments.
• Manage and maintain the CEO’s calendar, including scheduling meetings, appointments, deadlines, and priorities while proactively identifying conflicts and ensuring effective use of executive time.
• Coordinate meeting logistics, prepare agendas, compile briefing materials, and ensure the CEO is prepared for upcoming meetings, decisions, and organizational commitments.
• Support Board of Directors meeting preparation, including coordinating agendas, meeting materials, logistics, and follow-up items, as assigned.
• Coordinate administrative aspects of cross-functional projects and organizational initiatives by tracking timelines, deliverables, deadlines, and action items to support successful execution.
• Monitor, organize, and prioritize incoming communications, including email correspondence, identifying urgent matters, escalating items requiring attention, and drafting responses as appropriate.
• Serve as a professional liaison for the CEO by providing exceptional customer service and maintaining positive relationships with internal and external stakeholders
• Develop and maintain organized digital records, files, shared folders, and documentation using Microsoft SharePoint and other collaboration platforms.
• Create professional presentations, flyers, one-page summaries, and communication materials using Canva and Microsoft tools to support executive and organizational needs.
• Support executive and organizational engagement activities, including leadership meetings, community events, partner interactions, and organizational initiatives, as needed.
• Make travel arrangements for out-of-state travel, including coordinating transportation, lodging, itineraries, and related logistics as needed.

Required Skills and Competencies

• Professional, polished, and able to represent executive leadership with confidence and discretion.
• Excellent written and verbal communication skills, with the ability to communicate clearly, respectfully, and effectively.
• Strong attention to detail, accuracy, grammar, formatting, and follow-through.
• Highly organized, dependable, and able to manage multiple priorities in a fast-paced environment.
• Proactive problem-solver who can anticipate needs, take initiative, and work independently.
• Strong time-management skills and ability to prioritize urgent and important tasks.
• Comfortable learning and using technology to improve efficiency, co