What are the responsibilities and job description for the Executive Assistant, C-Suite position at PGA of America?
Join a team of proud, passionate, and caring people that together share their diverse talents and backgrounds to serve our members and grow the game of golf. Being at the PGA of America means you are supported, respected, and appreciated for your contributions.
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.
RESPONSIBILITIES (Specific areas of responsibility include but are not limited to):
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.
Inclusion
Contribute to a respectful and inclusive team environment by welcoming and respecting others’ beliefs, backgrounds, identities, abilities, and individuality to help ensure a supportive and
engaging experience for Association Members, partners, customers, and guests. PGA of America respects the uniqueness of each employee and offers everyone the means to find their place and thrive.
Shared Values
Embody the organization's shared values and help ensure the organization's values-based culture thrives by proactively identifying and addressing any shared values, challenges and opportunities you are experiencing.
Supervision
No supervisory responsibilities.
Financial Responsibility
Assist with the development of the annual budget and monitor results.
Education And Experience
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.
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%
Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this position.
The PGA does not discriminate on the basis of race, color, creed, religion, gender, age, disability, sexual orientation, national origin, citizenship, veteran status, gender identity or expression, marital or familial status, genetic information or any other characteristic protected by federal, state or local law. In addition, to ensure full equality of opportunity in all operations and activities of the organization, every staff member employed by the PGA shall be selected under fair employment procedures that provide equal employment opportunities to all people.
This position is not eligible for immigration sponsorship.
Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this position.
PGA does not discriminate on the basis of race, color, creed, religion, gender, age, disability, sexual orientation, national origin, citizenship, veteran status, gender identity or expression, marital or familial status, genetic information or any other characteristic protected by federal, state or local law. In addition, to ensure full equality of opportunity in all operations and activities of the organization, every staff member employed by the PGA shall be selected under fair employment procedures that provide equal employment opportunities to all people. DFWP.
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.
RESPONSIBILITIES (Specific areas of responsibility include but are not limited to):
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.
Inclusion
Contribute to a respectful and inclusive team environment by welcoming and respecting others’ beliefs, backgrounds, identities, abilities, and individuality to help ensure a supportive and
engaging experience for Association Members, partners, customers, and guests. PGA of America respects the uniqueness of each employee and offers everyone the means to find their place and thrive.
Shared Values
Embody the organization's shared values and help ensure the organization's values-based culture thrives by proactively identifying and addressing any shared values, challenges and opportunities you are experiencing.
Supervision
No supervisory responsibilities.
Financial Responsibility
Assist with the development of the annual budget and monitor results.
Education And Experience
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.
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%
Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this position.
The PGA does not discriminate on the basis of race, color, creed, religion, gender, age, disability, sexual orientation, national origin, citizenship, veteran status, gender identity or expression, marital or familial status, genetic information or any other characteristic protected by federal, state or local law. In addition, to ensure full equality of opportunity in all operations and activities of the organization, every staff member employed by the PGA shall be selected under fair employment procedures that provide equal employment opportunities to all people.
This position is not eligible for immigration sponsorship.
Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this position.
PGA does not discriminate on the basis of race, color, creed, religion, gender, age, disability, sexual orientation, national origin, citizenship, veteran status, gender identity or expression, marital or familial status, genetic information or any other characteristic protected by federal, state or local law. In addition, to ensure full equality of opportunity in all operations and activities of the organization, every staff member employed by the PGA shall be selected under fair employment procedures that provide equal employment opportunities to all people. DFWP.