Description

Overview

The Executive Assistant provides multi-faceted administrative support and assistance primarily to the PGA's CEO, while also supporting other C-Suite executives as needed. This role handles a wide range of administrative and support tasks and independently initiates and implements processes to manage projects, information, and workflows across the C-Suite. Manages the executives' schedules, meeting and event preparations, follow-up tasks, complex travel arrangement, expenses and budgets. Conducts research and information gathering on behalf of the executive and prepares summaries and reports. Develops positive and strategic relationships at all levels of the organization. Uses discretion, judgment, and knowledge of the organization to facilitate the executives' activities and maintain confidentiality.

Experience Required

Bachelor's degree (B.A.) in Business Administration or related field, or an equivalent combination of education, training, and experience.

Minimum five years' experience in an administrative or project management level position.

Strong analytical, administrative, project management, organizational and problem-solving skills.

Excellent communication skills required.

Essential Responsibilities

Provide executive level support which includes, but is not limited to, maintaining the C-Suite's high volume calendars and schedules, prioritizing email and communication correspondence, managing internal and external requests, coordinating complex travel arrangements, and maintaining accurate files.

Anticipate travel-related needs, proactively addressing potential conflicts or changes, and providing real-time support during travel.

Manage and track expense reports and financial matters related to the C-suite, ensuring adherence to organizational budgets and policies.

Handle sensitive and confidential information with unwavering discretion and professionalism.

Greet visitors, serving as a positive representative for the executives.

Resolve problems, mediate disputes and deal with issues before they bubble up to the C-Suite.

Serve as a sounding board to the C-Suite in order to strategize and help form ideas.

Serve as a lead on initiatives/projects as determined by the C-Suite.

Assist in preparing meeting materials, presentations, and reports, ensuring a high level of accuracy and professional polish.

Work closely with Executive Assistant, Governance to coordinate meetings/events and Board Communication with the C-Suite.

Work with executives and senior leadership to collect information for the National Board of Directors Meetings.

Maintain inventory of PGA of America branded items for distribution by C-Suite. Reviews and selects and distributes PGA branded items for all incoming charitable donation requests approved by C-Suite.

Manage the creating and maintenance of the PGA's electronic database for PGA Invitations.

Responsible for maintaining and updating detailed contact list(s) for various boards, committees and councils the C-Suite serves on.

Maintain a detailed schedule of Allied Association, Speaking Engagements and Section Events calendar for C-Suite.

Track and distribute Practice Round and Championship Series badges to President, Officers, C-Suite and special requests for the Masters. Keep detailed log of requested tickets for the Ryder Cup Matches, works with the Championship Department to ensure approved requests are fulfilled as available. Assist the C-Suite in obtaining tickets to PGA and non-PGA events as requested.

Attend meetings on or off-site as requested by the C-Suite. Some travel required, including: PGA Championship, Annual Meeting, PGA Merchandise Show and Ryder Cup Matches (when in US). Organize and execute logistics for meetings (on-site and virtual) as needed.

Run business errands as needed.

SKILLS, KNOWLEDGE AND ABILITIES:

Must have knowledge of project management. Must have skills in graphic software applications; skills in the development of effective "mass communication"; skills in proofreading. Ability to maintain confidentiality of sensitive information with the highest level of integrity. Working knowledge of Gmail, Google Drive, Google Sheets, and Google Docs. Proven proficiency in the use of Workday HCM (strongly preferred). Basic fluency in artificial intelligence (AI) tools and concepts. This includes using AI to enhance business operations and drive innovation, enabling us to better serve our Members and stakeholders.

Ability to travel up to 20%