Executive Assistant to the CEO

About the Role At the Health \& Fitness Association, our work helps strengthen an industry that improves lives every day. As Executive Assistant, you will play a vital role in supporting leadership, advancing strategic initiatives, and helping our team drive positive change across the global health and fitness community. Job Summary The Executive Assistant to the CEO/President serves as a highly trusted strategic partner, providing executive\-level administrative, operational, and project management support to the CEO. This role requires a seasoned professional with exceptional organizational skills, discretion, diplomacy, and the ability to manage multiple high\-priority initiatives in a fast paced health, fitness, and association environment. The ideal candidate has a minimum of Five (5\) years of experience supporting C\-suite executives, demonstrating outstanding project management capabilities, executive presence, and the ability to work effectively with employees, board members, industry partners, and stakeholders at all levels. Key Responsibilities Manage the CEO/President's complex calendar (business/personal), scheduling, and prioritization of meetings, appointments, and events. Coordinate and book business and personal domestic and international and travel arrangements, itineraries, accommodations, and expense reporting. Prepare correspondence, presentations, reports, agendas, meeting materials, and executive communications. Screen and prioritize incoming communications, ensuring timely follow\-up and resolution. Manage social media accounts/posting (i.e. LinkedIn, Facebook, Instagram) Act as a gatekeeper and liaison between the CEO and internal/external stakeholders. Lead and coordinate special projects on behalf of and as directed by the CEO. Track project timelines, deliverables, action items, and key milestones to ensure successful execution. Facilitate cross\-functional collaboration among departments and stakeholders. Develop and maintain project plans, status reports, and executive dashboards. Ensure accountability and follow\-through on strategic initiatives. Support board meetings, committee meetings, conferences, and association events. Prepare board packets, meeting agendas, minutes, and follow\-up documentation. Assist with membership, partner, sponsor, and industry stakeholder communications as needed. Maintain strict confidentiality regarding association matters, executive discussions, and organizational strategy. Foster positive working relationships with employees at all levels of the organization. Demonstrate diplomacy, professionalism, and sound judgment when handling sensitive matters. Serve as a trusted point of contact for internal communication and coordination. Assist with conflict resolution and facilitate professional interaction across departments. Serve as a liaison for staff concerns and workplace matters, ensuring the CEO is consistently updated. Support employee onboarding and offboarding processes, including preparing materials, coordinating equipment, and facilitating orientation activities. Maintain employee records and organizational documentation in compliance with company policies and applicable regulations. Work alongside HR to assist with benefits administration, employee communications, and responses to routine HR inquiries. Coordinate employee engagement initiatives, team\-building activities, staff recognition programs, and company events. Partner with leadership to support organizational culture and employee experience initiatives. Assist with recruiting activities, including scheduling interviews, coordinating candidate communications, and maintaining applicant tracking systems. Prepare and distribute internal communications, announcements, and organizational updates. Support performance review cycles by coordinating timelines, documentation, and meeting logistics. Manage employee surveys and compile feedback reports for leadership review. Maintain organizational charts, employee directories, and workforce planning documents. Assist with policy updates, employee handbook maintenance, and implementation of HR\-related processes. Manage records, files, contracts, and executive documentation. Monitor deadlines, compliance requirements, and organizational priorities. Coordinate vendor relationships and external service providers as assigned. Identify opportunities to improve processes, efficiency, and organizational effectiveness. Required Qualifications Minimum of 5 years of Executive Assistant experience supporting a CEO, President, Founder, or C\-suite executive. Experience within the health, fitness, wellness, association, nonprofit, membership organization, or related industry preferred. Proven success managing multiple high\-level projects simultaneously. Strong project management skills with exceptional attention to detail. Demonstrated ability to handle confidential and sensitive information with discretion. Excellent written and verbal communication skills. Strong interpersonal skills with the ability to interact diplomatically and professionally with employees, board members, vendors, and stakeholders. Highly organized, proactive, resourceful, and solutions oriented. Advanced proficiency in Microsoft Office Suite, Google Workspace, project management software, and virtual meeting platforms. Ability to work independently while anticipating executive and organizational needs. Preferred Qualifications Bachelor's degree in business administration, Communications, Management, Human Resources or related field/equivalent. Project Management certification (PMP, CAPM, or equivalent) is a plus. Experience supporting executive leadership within a membership\-based organization is a plus. Experience coordinating board governance and executive\-level meetings. Industry and Association experience preferred. Core Competencies Executive Presence Professionalism \& Confidentiality Strategic Thinking Project Management Excellence Relationship Management Diplomacy \& Emotional Intelligence Organizational Effectiveness Problem Solving Attention to Detail Adaptability \& Flexibility Success Profile The successful candidate is a polished, highly professional Executive Assistant who thrives in a dynamic environment, anticipates needs before they arise, manages complex projects with confidence, and builds positive relationships across the organization. They are respected for their discretion, diplomacy, reliability, and ability to keep executives and teams operating efficiently and effectively. Pay: $90,000\.00 \- $100,000\.00 per year Benefits: 401(k) Dental insurance Flexible schedule Flexible spending account Health insurance Life insurance Paid time off Vision insurance Application Question(s): * Tell us about a time when you had to manage several competing projects at once, under a fast\-approaching deadline? How did you manage the tasks? What did you find most challenging? What skills did you rely on to execute all the objectives and meet the deadline? With whom did you collaborate, if applicable? Work Location: Hybrid remote in Washington, DC 20006