Executive Assistant to the President & CEO

THE ORGANIZATION As a legacy of the 1984 Olympic Games, the LA84 Foundation continues to be a nationally recognized leader in support of youth sport programs and elevating the importance of sports in positive youth development.

LA84 seeks to provide an opportunity for every child to participate in sports and experience the wide range of positive outcomes associated with youth sport participation. Since its launch in 1985, LA84 has invested millions in the communities that supported the Games, reaching more than 3 million youth throughout Southern California, from Santa Barbara to San Diego County.

The LA84 Foundation continues to promote the spirit of the 1984 Olympic Games by convening and engaging local, national and international audiences about the role of sport in society, and the impact of the Olympic Games on host cities, especially as we look ahead to the 2028 Games. LA84's headquarters is located in the historic Britt House near downtown Los Angeles, where it houses meeting facilities and the world's premier sports library.

POSITION SUMMARY Reporting directly to the President & CEO, the Executive Assistant is a trusted partner who strengthens executive effectiveness and organizational impact. This is a senior-level role for a proactive, highly organized professional who can manage complex executive priorities, exercise independent judgment, and create clarity in a dynamic, multifaceted leadership environment. Beyond excellent calendar, travel, correspondence, and expense management, the successful candidate will thoughtfully protect the CEO's time, prepare the CEO for consequential meetings, coordinate timely follow-through, and connect information and priorities across leadership, programs, partners, and external relationships. They will know when to resolve an issue independently, engage colleagues, elevate a decision, or recommend a different approach. The role requires emotional intelligence, intellectual curiosity, sound judgment, discretion, diplomacy, strong technology skills, and confidence engaging with a wide range of stakeholders. The ideal candidate is collaborative, calm under pressure, comfortable with ambiguity, and able to manage-up respectfully while maintaining exceptional accountability and follow-through. Interest in youth development, sport, philanthropy, public service, and community impact is highly desirable.

RESPONSIBILITIES Executive Support & Strategic Coordination

• Serve as a trusted operational and administrative partner to the President & CEO; anticipate needs, identify potential obstacles, and advance priorities with minimal oversight.

• Strategically manage a complex, shifting calendar by evaluating priorities, protecting preparation and focused-work time, consolidating requests where appropriate, and recommending delegation or escalation.

• Develop and coordinate concise meeting briefs, agendas, background information, stakeholder context, prior commitments, and decision points in collaboration with relevant staff.

• Maintain a dependable system for capturing executive commitments, decisions, introductions, action items, and follow-ups; track owners and deadlines through completion.

• Triage incoming correspondence and requests, distinguishing items for information, delegation, executive input, decision, urgent action, or later consideration.

• Draft, edit, and proofread executive correspondence, presentations, meeting summaries, talking points, and other materials; handle confidential matters with discretion.

Board & Executive Team Support

• Coordinate Board of Directors, Board Committee, and Executive Team schedules, agendas, logistics, presentations, and follow-up communications.

• Collect, format, quality-check, and distribute polished Board materials; record and proofread minutes and track action items.

• Maintain Board calendars, membership records, contact information, and governance-related documentation.

• Facilitate efficient information flow between the CEO and senior leadership so decisions and work do not stall unnecessarily.

Project Management & Organizational Coordination

• Manage CEO-sponsored special projects and cross-functional priorities, tracking deliverables, owners, milestones, and commitments.

• Coordinate with colleagues to surface outstanding information, follow up diplomatically, document decisions, and keep initiatives moving.

• Research and organize background materials on relevant organizations, stakeholders, programs, policy issues, and emerging priorities to support executive preparation and decisions.

• Recognize related topics and commitments across different workstreams and help maintain organized, accessible records and project information.

Meeting & Event Coordination

• Plan and support internal and external meetings, Board functions, donor engagements, conferences, and community events.

• Coordinate scheduling, invitations, technology, venues, catering, materials, attendee communications, and timely post-meeting follow-through.

Travel & Administrative Management

• Arrange executive travel, lodging, transportation, registrations, itineraries, and supporting documents.

• Process expenses, reimbursements, invoices, and administrative records accurately and in accordance with LA84 policies.

Communication & Relationship Management

• Represent the Office of the President & CEO with warmth, professionalism, responsiveness, and diplomacy.

• Maintain accurate, appropriately confidential stakeholder and relationship records, including relevant history, commitments, follow-up needs, and internal relationship owners.

• Build effective relationships with Board members, donors, executives, elected officials, staff, community partners, and other external stakeholders.

Operational Excellence

• Use Microsoft Office and other digital tools to produce high-quality documents, spreadsheets, presentations, tracking systems, and executive materials.

• Organize speaking engagements and related materials - including deadlines, research files, biographies, presentation versions, and remarks, as needed.

• Improve administrative workflows and information retrieval systems; remain adaptable and solutions-oriented as priorities change.

• Other duties and responsibilities may be assigned consistent with the nature and level of the role.

REQUIREMENTS

• Bachelor's degree or equivalent combination of education and experience.

• 10+ years of progressively responsible executive support experience, including direct support of a President, CEO, senior executive, or comparable leader in a complex organization.

• Experience supporting Boards of Directors, Trustees, or executive-level committees, including meeting coordination, materials, governance support, and minute-taking.

• Demonstrated ability to independently manage complex executive calendars, competing priorities, stakeholder communications, and shifting deadlines.

• Strong judgment in prioritization, delegation, follow-through, and determining when executive input or approval is needed.

• Exceptional written and verbal communication, diplomacy, relationship-building, discretion, and confidentiality.

• Experience creating reliable tracking systems, preparing meeting briefs, managing projects, and driving action items to completion.

• Advanced proficiency in Microsoft Office (Outlook, Word, PowerPoint, Excel) and the ability to learn new technology and information-management systems quickly.

• Intellectual curiosity, emotional intelligence, composure, flexibility, and confidence working with stakeholders at varying levels of seniority.

• Commitment to LA84 Foundation's mission of youth development, sport, education, equity, and community impact.

• Ability to travel locally and occasionally beyond the area, as needed, to perform essential job functions.

Preferred Qualifications

• Experience supporting senior leaders in philanthropy, nonprofit, education, public-sector, foundation, or other mission-driven organizations.

• Experience interacting with philanthropists, donors, elected officials, government leaders, and community stakeholders.

• Familiarity with Board portals, CRM or relationship-management tools, grants management systems, databases, and document-management systems.

• Experience coordinating speaking engagements, research materials, presentations, or other executive thought-leadership workflows.

WITHIN THIS ROLE, YOU WILL

• Create structure around a multifaceted executive agenda and protect time for high-value priorities.

• Help the President & CEO enter meetings prepared and leave them with clear next steps and reliable follow-through.

• Strengthen coordination among the CEO, senior team, Board, and external partners.

• Advance projects and commitments independently while exercising thoughtful judgment about escalation and approvals.

WORKING CONDITIONS General on-site office environment, depending on health and safety precautions. The role may involve periodic travel, occasional evening or weekend hours, and physical activities related to office and event support, including lifting or moving equipment and supplies up to 25 pounds. Reasonable accommodations may be available to enable qualified individuals to perform essential functions.

BENEFITS AND SALARY Salary range: $95,000-$110,000. Benefits include medical, dental, vision, life insurance, 401(k), wellness stipend, paid holidays, floating holidays, and winter holiday office closure.

TO APPLY The LA84 Foundation has retained The Best Admin (click) to manage the search for this position. Interested candidates may apply online (click) and upload their resume for consideration, or email their resume directly to careers@thebestadmin.com with the subject line LA84 Executive Assistant Application. Applications will be reviewed on a rolling basis until the position is filled.