Administrative Assistant to the CEO

About Us:

At The Center, we believe creativity is not a luxury: it’s a lifelong, life\-shaping force. It’s how we imagine boldly, solve creatively, and lead with purpose. But today, creative confidence is in free fall. We’re here to change that.

Our mission is to help people discover, grow, and share their creativity through spaces, programs, and experiences designed to ignite it. We exist to develop and champion creativity as essential to human potential and collective progress. Our vision is bold: a world where creativity is nurtured everywhere, by everyone, for life.

Rooted in community, driven by curiosity, and powered by courageous ideas, we’re building a first\-of\-its\-kind campus where creativity is protected, practiced, and passed on—from tweens and tinkerers to leaders and late bloomers.

As we grow our team, we’re looking for team members who share our belief that creativity belongs to everyone. If you're a strategic, collaborative thinker who thrives in a fast\-moving, purpose\-driven environment, this is a rare opportunity to help shape not just an organization, but a movement.

Job Summary:

The Center’s Administrative Assistant to the CEO serves as a strategic partner and operational extension of the Chief Executive Officer. This role anticipates needs, removes obstacles, and supports the CEO’s time to focus on organizational priorities. The Administrative Assistant proactively manages a complex calendar, correspondence, travel, and meeting logistics with precision and discretion, preparing agendas, reminding of meetings prior to them starting, takes notes during select meetings, reminding CEO of the need to conclude a meeting prior to its end time, briefing materials, and itineraries while identifying potential conflicts and recommending solutions. They connect across departments to ensure every engagement supports the CEO, their time, and The Center’s mission.

Beyond executive support, this role strengthens and supports the office’s administrative infrastructure. The ideal candidate is highly organized, detail\-oriented, able to manage multiple priorities in a fast\-paced environment, exercises sound judgment, anticipates needs, handles confidential matters with discretion, and proactively suggests improvements to enhance efficiency and accountability.

Duties/Responsibilities:

CEO Support:

• Serve as a forward\-thinking partner to the CEO, ensuring her time, focus, and decision\-making capacity are protected and optimized.
• Proactively manage and evaluate incoming meeting requests, determining appropriate prioritization in alignment with organizational goals and other available resources as well as time durations, ensuring the amount of a meeting time is appropriate to the topic to minimize inefficiencies and/or allocating sufficient time for more complex meetings.. Oversee a complex calendar with intentional spacing for preparation, travel, parking, debriefs, and follow\-up.
• Ensuring all relevant details have been coordinated to facilitating a smooth experience for the CEO (previewing traffic, parking locations, etc.)
• Anticipate needs before they arise, identifying gaps or inefficiencies and recommending solutions that enhance productivity and organizational effectiveness.
• Prepare detailed agendas, briefing materials, research, correspondence, and reports to support informed decision\-making and executive communications. Provide clerical support as needed, including proofreading, document preparation, and ghost writing through the CEO’s alias as requested.
• Ensure the CEO has all materials needed for meetings out of office or out of town prior to their departure from the office.
• Running through the schedule of the day and any important research notes with the CEO prior to the start of the first meeting and reminding the CEO of the start time of a meeting at least 5 minutes prior to and reminding the CEO when there are only 5 minutes left at the end of a meeting block.
• Ensure virtual meetings and digital materials are opened and ready 5 minutes prior to the start of in\-office meetings and log out of the CEO’s account and clean/tidy the room once the meeting is concluded in preparation for subsequent meetings.
• Attend meetings and capture minutes when requested, documenting action items, follow\-ups, and decisions, and distributing summaries to ensure accountability and clarity.
• Support CEO\-related design and building planning initiatives by coordinating meetings, gathering materials, tracking timelines, and facilitating communication among architects, contractors, and internal stakeholders.
• Manage all travel and lodging arrangements, ensuring accuracy, use of points, TSA or membership numbers, efficiency, and adherence to budget guidelines and preferences.
• Prepare reconciliation of credit card expenses and completed expense reimbursements for the CEO based on expected deadlines.
• Handle all confidential matters with discretion and integrity, representing the CEO and The Center with professionalism and grace in all interactions and not discussing or sharing details of confidential matters unless instructed to do so.
• While rare, support the CEO with personal support on matters that require coordination such as appointments, family coordination, etc. This ensures that, during typical working hours, the CEO’s time can remain focused on the operational priorities of the organization.
• Maintains a high level of responsiveness to support the CEO, including occasional matters that may arise outside of regular business hours.

Office Administration \& Operational Efficiency:

• Strengthen the administrative infrastructure of the organization by developing, refining, and executing efficient office systems that support productivity and accountability.
• Recommend and implement protocols related to office supplies, equipment, technology, security, filing systems, mail processing, and vendor coordination, while overseeing inventory management, equipment procurement, office maintenance, and vendor relationships.
• Ensure that all office\-related technology and meeting spaces are prepared, charged and ready for use at the start of each day, fully operational, and ready to support staff, leadership, and guests.
• Ensure office plants are watered weekly.
• Manage front desk operations and team phone coverage, answering inquiries with professionalism and courtesy, and setting up conference calls as needed.
• Coordinate and manage guest visits from donors, board members, outside organizations, vendors, or program participants, ensuring a seamless, welcoming experience by handling logistics and personally greeting and assisting visitors upon arrival.
• Coordinate with the office’s landlord to support any office maintenance or coordination needs.
• Perform data entry and maintain accurate records and contact information, ensuring documentation integrity across the organization.
• Monitor budgets and track invoices related to administrative and executive expenses, maintaining financial stewardship and operational clarity. Look for financial efficiencies and proactively recommend cancelling recurring charges the organization no longer needs or uses.

Board of Directors and Development Support:

• Drive seamless board operations by proactively planning logistics, communications, and materials for Board and Committee meetings in alignment with organizational governance practices.
• Oversee the preparation of comprehensive, polished board packages by coordinating across departments to ensure materials are complete, accurate, reviewed by the CEO, professionally formatted, and distributed one week in advance of meetings.
• Coordinate logistics and materials for Board, investor, and monthly staff meetings, including agenda preparation, document distribution, meeting setup, and capturing meeting minutes to ensure clear documentation and follow\-through on any requests made of Board Members during or after the meetings..
• Partner closely with the Development team to optimize executive engagement. Assist with CEO\-led stewardship initiatives to strengthen donor relationships and advancement outcomes.
• Proactive and highly timely responses to all email requests, whether external or internal.

Programmatic \& Event Support:

• Provide high\-level logistical and operational support for programmatic, marketing, and donor events by addressing inquiries and providing assistance.
• Remain flexible and adaptable to evolving company priorities; duties and responsibilities may be adjusted at the company’s discretion to meet organizational needs.

What We Offer:

* Comprehensive benefits: Feel at ease with health, vision, and dental insurances, 401(k), long\- and short\-term disability, and life insurance, because your well\-being matters to us.

* Dynamic Work Environment: Join a passionate and creative team committed to making a difference through innovative design.

* Professional Growth: Opportunities for continuous learning, professional development, and career advancement.

* Impactful Projects: Be part of visionary projects that have a significant impact on our organization and the communities we serve.

* Energizing Culture: Collaborate with imaginative, driven colleagues in an environment that thrives on bold ideas, creativity, and collective energy.

Education and Experience:

Qualified candidates will have the following education and professional experience:

• Proven work experience as an Administrative Assistant, Coordinator, Administrator, or similar role, 4\+ years minimum experience required.
• High School diploma and college degrees required.
• Ability to manage multiple priorities and work independently.
• Proficiency in Google Workspace, Microsoft Office, Project Management software like Asana or Basecamp, Canva, etc.
• Experience in writing is a plus.

Key Qualities and Expectations:

* Detail\-Oriented and Proactive: Strong attention to detail and planning to ensure schedules, supplies, spaces, infrastructure, transportation, and other essential elements for both the CEO and the office are coordinated and supported, avoiding unnecessary delays, hardships or mistakes.

* Visionary \& Flexible Mindset: Strong conceptual thinking and proactive, creative problem\-solving abilities, and a keen eye for detail, while remaining flexible, graceful, and fluid when changes are requested or become necessary. Also flexible in requests made by the CEO, even if personal, to ensure the CEO can maximize all available time towards organizational priorities.

* Exceptional Organization: Maintains meticulous systems, processes, and workflows to ensure accuracy, efficiency, and consistency across all tasks, projects, and communications with attention to detail.

* Professionalism: Maintains a polished, professional demeanor at all times, representing The Center with integrity and warmth. Treats guests, donors, participants, vendors, and team members with kindness and respect while supporting a welcoming and inclusive environment.

* Communication: Excellent verbal and written communication skills, with the ability to articulate design concepts, ghost write for the CEO, and collaborate effectively with diverse teams.

* Adaptability: Ability to thrive in a fast\-paced, dynamic environment, balancing multiple projects and deadlines.

* Collaborate: Have an incredible ability to work with others with different skill sets, experience, and knowledge of programming.

Pay: From $60,000\.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Vision insurance

Education:

• Bachelor's (Required)

Experience:

• Administrative Assistant: 4 years (Required)

Language:

• Spanish (Preferred)

Willingness to travel:

• 50% (Required)

Work Location: In person