Description

Job Description

Executive Assistant to the CEO/President (Health & Fitness Association)

Location: Washington, DC

Employment Type: Full-Time

Work Arrangement: Hybrid – 3 days per week in the Washington, DC office

Reports To: CEO/President

Salary: 80k to 90k 

Position 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 and senior leadership team. 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 is a true Executive Assistant with 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

Executive Support

Manage the CEO/President's complex calendar, scheduling, and prioritization of meetings, appointments, and events. 
Coordinate domestic and international 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. 
Act as a gatekeeper and liaison between the CEO and internal/external stakeholders. 
Project Management

Lead and coordinate special projects on behalf of the CEO and executive leadership team. 
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. 
Association & Leadership Support

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. 
Employee Relations & Communication

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 interactions across departments. 
Administrative Operations

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, or related field. 
Project Management certification (PMP, CAPM, or equivalent) is a plus. 
Experience supporting executive leadership within a health, fitness, wellness, or membership-based organization. 
Experience coordinating board governance and executive-level meetings. 
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.