EA to Chief of Staff & Foundation President

Job Description

Job Description

POSITION TITLE: Executive Assistant to the Chief of Staff & Foundation President 

DEPARTMENT:  Planning & Measurement

REPORTS TO: Chief of Staff  

SALARY/FLSA STATUS: Full-Time/Exempt

ORGANIZATION MISSION:

We prepare youth and young adults to be ready for college, career, and life.

POSITION SUMMARY:

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.

 

COMPETENCIES & JOB RESPONSIBILITIES:

Executive Assistant Functions

 

• 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.

Support & Communication

• 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.

Foundation Board Liaison

• 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.

Meeting & Event Coordination

• 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.

 

Research, Reporting & Special Projects

 

• 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.

 

Confidentiality & Administrative Excellence

 

• 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.

SKILLS REQUIRED:

• 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

QUALIFICATIONS:

• 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.
• Must be able to clear a level II background screening ( and drug screening through one of our vendors.
• Valid driver’s license and approved to drive by our insurance carrier (minimum age 21).

TRAVEL:

 

Travel will be required to multiple Club facilities throughout Hillsborough, Pasco, Hernando and Pinellas counties for training and/or other business purposes.

 

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit, stand, walk, kneel, stoop, and use a keyboard. The employee is occasionally required to bend and lift and/or move up to 30 lbs.

WORK ENVIRONMENT:

 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate - high. Flexibility to working schedules may be required due to changing needs. 

 

DISCLAIMER:

 

The information presented indicates the general nature and level of work expected of employees in this job classification. It is not designed to contain, nor to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications, and objectives required of employees assigned to this job. Reasonable accommodation will be possible and based on an individual basis.

EQUAL OPPORTUNITY EMPLOYER:  

Qualified applicants receive consideration for employment without discrimination because of race, color, gender, religion, national origin, ancestry, citizenship, disability, age, sexual orientation, or any other characteristic protected by law.