Senior Executive Assistant & Board Liaison

Reports To: Chief Executive Officer (CEO)

Location: Remote / Home Office

Status: Full\-time, Regular, Exempt

Travel: Travel for PCA events and meetings 3 to 4 times per year; vehicle access required.

Core Focus: Executive administration, operations management, and board governance leadership.

About Positive Coaching Alliance (PCA)

Positive Coaching Alliance (PCA) is a national nonprofit organization working to unlock the life\-changing power of sports for all kids, regardless of social or economic circumstance.

Our mission goes beyond mere participation—we aim to change the culture of youth sports so that every child can enjoy the benefits of a positive youth sports experience. We believe that sports done right changes lives. PCA leads this change by setting new standards for youth sports across the United States, partnering with school districts, youth sports organizations, and community\-based organizations to provide them with the tools and training necessary to harness the power of sport for positive youth development and ensure that kids in under\-resourced communities have access to the transformational benefits of sport participation.

Headquartered in the San Francisco Bay Area, PCA’s footprint extends across all 50 states with 60 staff, 150 experienced trainers, an active and engaged governing board, and an alliance of advisory and local boards, leadership councils, and national and corporate partners. PCA is looking for people who are passionate about the power of youth sports to improve outcomes for young people to join our high\-impact team.

Position Description

The Senior Executive Assistant \& Board Liaison is an experienced administrative and operational leader who supports the CEO in managing key administrative, financial, and strategic functions in service of PCA’s mission and organizational goals. Reporting to the CEO, this role serves as a trusted partner to the CEO, Executive Team, and Board of Directors, helping advance organizational priorities, strategic initiatives, and cross\-functional projects.

This position plays a critical role in maximizing the CEO’s time, focus, and effectiveness by managing priorities, communications, scheduling, workflows, and follow\-through on strategic deliverables. Responsibilities include executive support, meeting and retreat coordination, project management support, preparation of presentations and materials, and oversight of select administrative and operational processes.

The role also serves as the primary coordinator and liaison to the Board of Directors and committee leadership—supporting board communications, scheduling, meeting preparation, board portal management, records management, and governance processes.

The Ideal Candidate: Highly organized, proactive, collaborative, and adaptable, with strong communication, project management, and relationship\-building skills and the ability to work effectively across departments and with executive leadership in a fast\-paced, mission\-driven environment.

Key Responsibilities

1\. Administration \& Operations

* Strategic Support: Contributes to thought leadership and project ideation with the CEO and the Executive Team, providing strategic and logistical support.

* Calendar Management: Manages the CEO’s schedule and calendar, implementing systems and workflows to ensure the CEO’s time and attention are strategically directed.

* Cross\-Organizational Initiatives: Supports and/or manages a variety of cross\-organizational initiatives, processes, and projects (including work planning processes) by collaborating with internal and external partners to establish objectives, agendas, logistics, and communications plans.

* Policy Maintenance: Supports the development, rollout, and maintenance of organizational policies, processes, and practices.

* Briefing Preparation: Ensures timely receipt of and reviews and/or prepares background materials for meetings and events involving the CEO; appropriately queries internal and external partners when additional information is needed.

* Budget Support: Ensures management of the budgets and funds administered by the CEO to meet financial targets and goals, working in tandem with PCA’s Finance Team and other internal partners.

* Expense Management: Reviews and reconciles the CEO’s expenditures and reimbursements; manages the review and approval process of expense reports and personnel changes/requests for the members of the Executive Team reporting to the CEO.

* Stakeholder Engagement: Builds and nurtures relationships across PCA’s diverse internal and external stakeholder groups to help define, assess, and advance the CEO’s work and ensure continued effectiveness.

* Relationship Cultivation: Supports the CEO in maintaining strong relationships and regular contact with key funders, partners, and stakeholders; queues up communications or arranges meetings to support ongoing relationship\-building.

2\. Communications

* Correspondence Oversight: Manages correspondence for the CEO and the Executive Team, as needed. Monitors and tracks incoming and outgoing correspondence, queuing items requiring the CEO's attention in coordination with internal and external partners.

* Content Creation: Drafts, prepares, and/or contributes to briefings, emails, internal and external communications, presentations, proposals, reports, responses, and talking points on organizational and strategic issues.

* Sensitive Discretion: Assists the CEO with correspondence dealing with issues and subject matter in ways that require considerable sensitivity, discretion, judgment, or negotiation.

3\. Board of Directors Management

* Strategic Operations: Supports the strategic operations of the board, ensuring the board and its committees are well\-organized to fulfill their purpose, support PCA’s mission, and serve as strategic thought partners to the executive leadership.

* Record \& Portal Governance: Maintains accurate board and membership records, ensuring they are safely stored and readily accessible; manages the secure board portal; and develops/maintains relevant policies and practices.

* Meeting Facilitation: Ensures board meetings are effectively organized, working collaboratively with the CEO and internal partners to establish and prioritize board meeting objectives, agendas, schedules, reports, and actions.

* Minutes \& Materials: Prepares, records, and transmits all minutes of the meetings of the board. Ensures a timely flow of information to and from the board, including memorandums, proper notice of meetings, and distribution of materials.

* Committee \& Survey Support: Supports all standing and ad hoc committees of the board as needed and coordinates the development and implementation of board surveys.

4\. Event \& Meeting Management

* Executive Meetings: Staffs and manages Executive Team meetings, preparing meeting calendars and agendas, taking and distributing notes, and organizing annual/bi\-annual leadership retreats.

* Staff Retreats: Co\-leads annual All\-Staff retreats and other key staff meetings as needed, collaborating with the Events Manager as a liaison to leadership\-driven content and agendas.

* CEO Representation: Represents the CEO on PCA committees, meetings, and executive\-level search panels to help drive understanding and move decision\-making forward.

Qualifications \& Required Competencies

Experience \& Education

* Executive Support: Must have 5\+ years of professional experience serving as an Executive Assistant or Chief of Staff to a C\-level Executive, and a cumulative 8–10 years of administrative experience.

* Board Governance: 3\+ years of experience with nonprofit and/or educational institution board management, standard operating procedures, and best practices.

* Education: Bachelor’s degree or equivalent experience involving advanced writing skills.

* Project Management: Demonstrated experience successfully managing long\-term, cross\-functional projects by coordinating detailed tasks, deliverables, timelines, and stakeholder engagement across multiple departments and roles.

* Minutes Requirement: Prior experience writing formal meeting minutes and summaries is required.

Technical Skills

* Software Fluency: Possesses excellent technical skills with Adobe Acrobat, Google Workspace, and MS Office Suite—including PowerPoint, form and layout creation, mail merging, business letters, and data formatting in Excel.

* Collaboration Tools: Advanced working knowledge of remote meeting platforms such as RingCentral, Google Meet, MS Teams, Zoom, or similar collaboration tools.

* Adaptability: Able to quickly gain fluency in new software as needed, as well as scope potential technological tools to solve organizational problems.

Core Competencies

* Communication: Clear, professional, and effective verbal and written communication skills accompanied by excellent attention to detail and proofreading ability.

* Relationship Building: Demonstrated ability to build strong cross\-functional relationships and foster trust within a remote work environment.

* Discretion: Proven ability to manage sensitive and confidential information with discretion and sound judgment.

* Problem Solving: Applies critical thinking and problem\-solving skills to address issues quickly and effectively.

* Accountability: Demonstrates a high level of reliability, consistency, and accountability, including reasonable availability outside of standard work hours when needed to support team and organizational priorities.

Personal Characteristics

* Resilience: Ability to work well under pressure and adapt easily to changing situations; remains calm, flexible, and maintains a confident demeanor towards others.

* Mindset: Is analytical, results\-driven, and process/systems\-oriented.

* Proactivity: A master organizer and project planner who consistently looks ahead and anticipates needs before they arise.

* Interpersonal Boundaries: Values diversity and is able to comfortably and respectfully set boundaries as needed.

* Growth\-Oriented: Comfortable receiving feedback and improving an experience or workflow as a result.

* Mission Alignment: Possesses a genuine passion for sports, learning, and youth development.

Equal Opportunity Employer Statement

Positive Coaching Alliance is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Job Type: Full\-time

Pay: $125,000\.00 \- $135,000\.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Education:

• Bachelor's (Required)

Experience:

• Executive administrative support: 5 years (Required)
• Project management: 3 years (Required)
• Administrative : 8 years (Required)
• Nonprofit and/or educational institution Board Governance: 3 years (Required)
• Writing formal meeting minutes : 3 years (Required)

Work Location: Remote