Executive Assistant at Boys & Girls Clubs of Larimer County – Fort Collins, Colorado

Executive Assistant - Job Description

Organization: Boys & Girls Club of Larimer County

Reports to: Chief Executive Officer

FLSA Status: Full-time, Exempt

Salary Range: $58,000 - $65,000

Position Summary

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.

Key Responsibilities

Calendar & Meeting Management

• 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

Organizational Communications

• 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

Board & Stakeholder Relations

• 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

Project Support

• 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

Administration

• Manage expense reporting, budget tracking, and procurement for the CEO and Executive Leadership Team
• Process invoices, purchase orders, and reimbursements

Office Management

• 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

Qualifications

Required:

• 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

Preferred:

• 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)

Working Conditions

• Professional office environment at Program Support Center in Fort Collins; opportunity to work remotely 1-2 days/week after first 90 days
• Occasional travel to club sites throughout Larimer County
• Some evening and weekend hours are required for events and board meetings
• Valid driver's license and reliable transportation required

Boys & Girls Clubs of Larimer County is an equal opportunity employer committed to creating an inclusive environment for all employees.

Required:

• 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

Preferred:

• 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)