Executive Assistant

National Ability Center; Park City (UT); On-site; USD 55,000 - 85,000; Full time

Benefits offered by this job

Health Insurance with HSA

Employer HSA contribution

Vision Insurance

Long-term Disability

Life Insurance

Voluntary Accident and Hospital Plans

Paid Time Off (PTO) annually

11 Paid Holidays + 2 Paid PersonalDays

Job summary

The National Ability Center is seeking an Executive Assistant to work closely with the CEO and Board of Directors, providing high-level administrative, governance, and operational support. The role involves managing complex calendars, coordinating board activities, and preparing materials for senior leadership, with roughly 80% focus on the CEO/Board and 20% on the Executive Team and staff.

Responsibilities include calendar management, meeting logistics, minutes, presentations, visitor

Qualifications

• Associate degree or equivalent professional experience.
• Three or more years of progressive administrative experience.
• Advanced proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams) including complex calendar management.
• Must have valid driver’s license and ability to meet UDOT physical requirements.
• Ability to pass a pre-employment background check.
• Must be legally authorized to work in the United States.

Responsibilities

• Provide high-level administrative support to the CEO in calendar management, meeting prep, travel planning, and expense reports.
• Support the Executive Team and staff with meeting coordination, logistics, calendar maintenance, vendor coordination, and records management.
• Serve as primary contact for Board Members and CEO; manage annual board calendar, information requests, meetings, and document updates.
• Facilitate Board meetings and events, including planning, logistics, presentations, and minutes.
• Create and edit polished presentations and materials for senior audiences and board.

Skills

calendar management

executive support

communication skills

discretion/confidentiality

Education

Associate degree in business administration

Tools

Microsoft 365

Job description

Join Our Team:

At the National Ability Center, we believe that everyone belongs outdoors, and our work changes lives every day through adaptive sport, recreation, and education. Behind every program, partnership, and Board decision is a team that makes it all run smoothly, and we are looking for an Executive Assistant who wants to be at the center of it. In this role, you will work side by side with our CEO and Board of Directors, help shape how a mission-driven organization operates, and play a visible part in how we grow our impact. If you are a highly organized, proactive professional who takes pride in making others successful, we would love to meet you.

Job Summary:

The Executive Assistant is a trusted partner to the Chief Executive Officer, Executive Team, and Board of Directors, providing high-level administrative, governance, and operational support that keeps the organization's leaders focused on advancing the NAC mission. This position manages complex calendars, coordinates Board and committee activities, prepares polished materials for senior audiences, and handles confidential information with discretion and sound judgment. Approximately 80% of time is spent supporting the CEO and Board of Directors, and 20% is spent supporting the Executive Team and staff, including office management responsibilities.

• Provide high-level administrative support to the CEO in calendar management, meeting preparation, travel planning and expense reports, coordinating new initiatives, maintaining and updating files, and general correspondence.
• Provide administrative support to the Executive Team and all staff with meeting coordination, meeting logistics, maintaining the organizational calendar, vendor and supply coordination, records management
• Serve as the primary contact for Board Members and the CEO; maintain the Board of Directors annual calendar, process information requests, plan and coordinate board and committee meetings, assist in meeting material preparation and distribution, and update board documents as needed.
• Facilitate Board meetings and Board events (planning, logistics, presentations, minutes).
• Create and edit presentations and materials with thoroughness and quality suitable for senior level audiences, including executive leadership team and the board of directors.
• Create and distribute internal board and committee meeting minutes and follow-up on due-outs from each meeting.
• Provide support for general office reception, including greeting visitors, answering phones and leading facility tours as needed.
• Serve as Office Manager to support the staff; duties in include managing inbound/outbound mail and ordering business cards, name tags, name plates, and office supplies as needed.
• Support Finance & Accounting Department with logging check to create a separation of duties.
• All other duties as assigned.

Requirements

Minimum Qualifications:

• Associate’s degree in business administration or equivalent professional experience.
• Three or more years of progressive administrative experience, including direct support of a senior executive, executive team, or board.
• Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams), including managing complex, high-volume calendars.
• Valid Driver’s License and ability to meet UDOT physical requirements.
• Ability to pass a pre-employment background check.
• Must be legally authorized to work in the United States. We do not sponsor employment visas or other immigration processes to attain or maintain employment eligibility.

Preferred Qualifications:

• Bachelor's degree in business administration, communications, nonprofit management, or a related field.
• Five or more years of experience supporting a CEO, C-suite, or Board of Directors, ideally in a nonprofit setting.
• Experience with Board governance practices, including preparing Board packets, agendas, and minutes.
• Experience with Board portal or secure document-sharing platforms.
• Experience creating presentations and polished materials using PowerPoint, Canva, or similar design tools.
• Experience with expense reporting, credit card reconciliation, and basic budget tracking.
• Familiarity with a donor or constituent database (for example, Salesforce or a similar CRM).
• Experience with event and meeting logistics, including travel planning.
• Professional certification such as Certified Administrative Professional (CAP), or comparable training.

Knowledge, Skills, and Abilities:

• Knowledge of, or personal connection to, adaptive recreation, disability inclusion, or the outdoor community.
• Excellent written and verbal communication skills, including drafting, proofreading and editing on behalf of senior leaders.
• Strong interpersonal and relationship-building skills, with a service-oriented approach to Board members, donors, partners, staff, and visitors.
• Strong organizational and time management skills, with the ability to manage competing priorities, meet deadlines, and follow through on details with minimal supervision.
• Ability to create clear, polished presentations and materials for senior audiences.
• Ability to exercise sound judgment, discretion, and confidentiality when handling sensitive information.
• Ability to anticipate needs, take initiative, and solve problems before they escalat.
• Ability to engage and build rapport with diverse internal and external stakeholders.
• Ability to work productively, collaboratively, independently, and within a team.
• Flexible with a strong work ethic to adapt calmly to shifting priorities in a fast-paced environment.
• Strong problem-solving skills with attention to detail and a commitment to operational excellence.
• Commitment to fostering a positive, inclusive, and mission-driven culture aligned with NAC values.
• Health Insurance with Health Savings Account
• Employer Contribution to HSA
• Vision Insurance
• Long-term Disability
• Life Insurance
• Voluntary Accident and Hospital Plans
• Paid Time Off (PTO) annually
• 11 Paid Holidays + 2 Paid Personal Days Annually (including a paid day off on your birthday)