Executive Assistant

Boys & Girls Clubs of Sonoma-Marin; Santa Rosa (CA); On-site; USD 70,000 - 95,000; Full time

Job summary

Boys & Girls Clubs of Sonoma-Marin in Santa Rosa, CA is seeking an Executive Assistant to provide high-level administrative and project support to the CEO and executive leadership team.

The role involves anticipating needs, managing calendars, coordinating travel, supporting the Board of Directors, drafting communications, and helping move key initiatives forward in a fast-paced, collaborative environment.

Qualifications

• Three or more years of progressively responsible administrative experience, preferably supporting executives.
• Bachelor's degree preferred; equivalent education and relevant experience may be considered.
• Strong proficiency with Microsoft Office, including Outlook, Word, PowerPoint, and Excel.
• Experience with SharePoint or similar document management and collaboration platforms.
• Excellent written and verbal communication skills.

Responsibilities

• Provide high-level administrative support to the CEO and executive leadership team.
• Proactively anticipate executive needs, upcoming deadlines, commitments, and priorities.
• Manage executive calendars, including scheduling meetings, coordinating travel, and avoiding scheduling conflicts.
• Prepare materials and information in advance for meetings and commitments.
• Draft routine correspondence and internal communications.
• Maintain accurate and organized electronic files, records, and contacts.
• Coordinate occasional executive travel, conferences, and off-site meetings.
• Support the Senior Management Team as directed.

Skills

Administrative experience

Executive support

Calendar management

Travel coordination

Communication

Education

Bachelor's degree

Tools

Microsoft Office

SharePoint

Job description

Description

Executive Assistant

Reports To: CEO or Chief of Staff

Position Purpose

The Executive Assistant provides high-level administrative and project support to the CEO and executive leadership team. This role is responsible for anticipating needs, managing priorities, coordinating executive schedules and communications, supporting the Board of Directors, and ensuring important projects and commitments move forward.

A highly successful Executive Assistant is proactive, organized, responsive, and trusted. They anticipate what is needed before being asked, communicate effectively with a wide range of stakeholders, exercise sound judgment and discretion, and ensure executives are prepared and supported. The Executive Assistant also serves as an important representative of the organization and contributes to a positive, collaborative workplace culture.

Essential Duties & Responsibilities

Executive & Administrative Support

• Provide high-level administrative support to the CEO and executive leadership team.
• Proactively anticipate executive needs, upcoming deadlines, commitments, and priorities.
• Manage executive calendars, including scheduling meetings, coordinating travel time, and avoiding unnecessary scheduling conflicts or overbooking.
• Look ahead at upcoming weeks to identify needed preparation, scheduling adjustments, or potential conflicts.
• Review upcoming meetings and commitments with executives and ensure necessary materials and information are prepared in advance.
• Draft routine correspondence and internal communications on behalf of executive leadership.
• Maintain accurate and organized electronic files, records, contact information, and correspondence.
• Complete assigned work accurately and on time with strong follow-through and minimal need for reminders.
• Coordinate occasional executive travel, conferences, meetings, and off-site errands.

Project Management & Organizational Support

• Coordinate projects related to the Strategic Plan, organizational priorities, and executive initiatives.
• Maintain project timelines, track deliverables, follow up with stakeholders, and proactively keep work moving forward.
• Support individual and cross-departmental projects as assigned.
• Assist other departments with organizational priorities, special events, and projects when additional support is needed.
• Communicate project updates, deadlines, questions, and potential barriers proactively.
• Support the Senior Management Team as directed.

Board of Directors Support

• Serve as a primary administrative liaison to the Board of Directors.
• Coordinate Board and committee meetings, calendars, communications, and materials.
• Gather reports, prepare agendas, and compile and distribute meeting materials.
• Maintain the Board Hub in SharePoint, ensuring information is current, organized, and easily accessible.
• Track Board participation, meeting attendance, events, and upcoming commitments.
• Provide Board members with timely organizational updates and important dates.
• Maintain professional, responsive communication with Board members and other key stakeholders.

Executive Communications & Culture

• Coordinate internal communications from the CEO and executive leadership to support timely and consistent communication across the organization.
• Communicate clearly and professionally with internal and external stakeholders, accurately representing the voice and perspective of executive leadership.
• Handle sensitive and confidential information with discretion and sound judgment.
• Build positive relationships across departments and serve as a welcoming and professional representative of the organization.
• Participate in the Perks & Rec Committee and support team events, meetings, and activities that contribute to employee engagement and morale.

BGC3 – How We Show Up

The Executive Assistant demonstrates BGCSM’s BGC3 competencies through:

CONNECT

• Communicates Effectively: Provides clear, timely, and proactive communication.
• Instills Trust: Handles sensitive information with discretion, integrity, and reliability.
• Collaborates: Builds strong relationships and works effectively across teams.
• Customer Focus: Provides responsive, professional support to internal and external stakeholders.

DRIVE

• Drives Results: Takes ownership and follows tasks and projects through to completion.
• Drives Engagement: Contributes to a positive, connected organizational culture.
• Action Oriented: Anticipates needs and takes initiative without waiting for direction.

ADAPT

• Being Resilient: Remains flexible, organized, and solutions-focused as priorities and needs change.

Qualifications

• Three or more years of progressively responsible administrative experience, preferably supporting executives or senior leaders in a mid-sized or complex organization.
• Bachelor's degree preferred; equivalent education and relevant experience may be considered.
• Strong proficiency with Microsoft Office, including Outlook, Word, PowerPoint, and Excel.
• Experience with SharePoint or similar document management and collaboration platforms preferred.
• Strong written and verbal communication skills.
• Excellent organizational, scheduling, and project coordination skills.
• Demonstrated ability to manage multiple priorities, deadlines, and stakeholders.
• Strong attention to detail and consistent follow-through.
• Ability to work independently, anticipate needs, and take initiative with minimal direction.
• Ability to exercise sound judgment and maintain confidentiality.
• Strong interpersonal skills and ability to work effectively with executives, Board members, employees, and external stakeholders.
• Ability to adapt effectively in a fast-paced environment with changing priorities and deadlines.
• Commitment to BGCSM's mission, Core Values, and BGC3 competencies.

Physical & Work Requirements

Applicants must be able to successfully perform the essential functions of the position with or without reasonable accommodation.

• Ability to remain in a stationary position and move throughout the workplace for approximately 3–6 hours per day, as needed.
• Ability to occasionally lift and/or move up to 25 pounds.
• Ability to travel locally and perform occasional off-site errands as needed.
• Work is generally performed in an office environment with a moderate noise level.