Executive Team Assistant

Job Title: Executive Team Assistant 
Job Location: College Football Hall of Fame, Atlanta
Department: Administration
FLSA: Full Time Exempt
Reports to: CEO 
The College Football Hall of Fame, located in the heart of downtown Atlanta across from Centennial Olympic Park, opened its doors in August 2014.   The Hall’s mission is to inspire and entertain by celebrating the passion and traditions of College Football and its greatest players and coaches.  The Hall of Fame is widely recognized as one of the nation’s most engaging attractions and the home of college football.
Job Summary:
The Executive Team Assistant is responsible for providing comprehensive support to the CEO, Board of Directors and Executive Team while managing the organization’s office operations.  This dynamic position requires the ability to anticipate needs, think critically and offer solutions to problems with a high level of professionalism and confidentiality.
Primary Responsibilities:
  • Provide sophisticated calendar management for CEO.  Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
  • Provide support for Board of Directors relations.  Arrange and handle logistics for all board meetings and events: schedule meetings; draft agendas; and develop, compile and distribute presentation materials.  Adhere to compliance with applicable rules and regulations set in bylaws regarding Board members.  
  • Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization.  Assist with special projects; design and produce complex documents, reports and presentations; collect and prepare information for meetings with staff and outside parties; compose and prepare correspondence; maintain contact lists; make travel arrangements and complete expense reports.
  • Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO including those of a highly confidential or critical nature.  Prioritize and determine appropriate course of action, referral or response exercising judgement to reflect CEO’s style and organization policy.  
  • Work closely with CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately.  Act as a barometer having a sense for the issues taking place in the environment and keep the CEO updated.  Anticipate CEO needs in advance of meetings, conferences, etc. 
  • Maintain open communication with Executive Team.  Provide information and support as needed.
  • Coordinate all Executive Team meetings and retreats.  Assist with staff meetings and events as needed.
  • Provide bridge for smooth communication between CEO and staff.  Demonstrate leadership to maintain credibility, trust, and support with the Executive Team, on behalf of the CEO.  
  • Work with the Executive Team to coordinate the CEO’s outreach activities.  Follow up on contacts made by the CEO to cultivate ongoing relationships.  
  • Manage all aspects of the organization’s office services.  Evaluate and assist in developing office policies and procedures for improved workflow and anticipate future needs as organization grows.  Assist in the selection of vendors and purchase equipment, services and supplies necessary for the operation of the organization.
  • Maintain appropriate inventory of office materials including snacks, beverages, printer supplies, paper, office supplies, kitchen items, etc.
  • Provide event management support.  As needed to assist with organization’s special events. 
  • Provide hospitality to all guests.  Create a welcoming environment and ensure they have needed support (access to conference room, refreshments, IT assistance, etc.). 
  • Other projects/duties as assigned for the overall benefit of the organization. 
Knowledge, Skills, Attributes and Abilities:
  • Executive support experience including supporting C-level executives.  
  • Nonprofit board experience highly preferred.
  • Expert proficiency with Microsoft Office Suite and desktop publishing software.
  • Ability to design and edit graphic presentations and materials.
  • Able to clearly express ideas; excellent written communication skills; present verbal information in a straightforward manner; ask questions in order to open channels of communication and listen to understand perspective of others.
  • Exceptional organizational skills and impeccable attention to detail.
  • High degree of professionalism in dealing with diverse groups of people including Board members, senior executives, staff, community leaders, donors and partners.
  • Ability to complete a high volume of tasks and projects with little or no guidance.
  • Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
  • Able to maintain a high level of integrity and discretion in handling confidential information.  
Physical Requirements:
  • May be required to stand for long periods of time in various weather conditions
  • Must be able to lift up to 50 pounds occasionally
Travel Requirements:
  • Limited
Driving Requirements:
  • Valid driver’s license with an acceptable driving record is required as you may be driving and using a company vehicle at events.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, age, disability, gender identity, marital or veteran status, or any other protected class.
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