Executive Assistant and Office Administrator

Legends of Basketball is a nonprofit association of former professional basketball players, united by a shared journey and shared belief that legacy does not end when the ball stops bouncing. Founded in 1922 with the support of the NBA and the NBPA, Legends of Basketball brings together former players from the NBA, ABA, WNBA, and Harlem Globetrotters. As a registered 501(c)(3), Legends of Basketball is committed to supporting its members beyond the game through 5 pillars:
Camaraderie, Community, Family, Financial Stability, and Health. The Legends of Basketball fosters a strong and growing membership community that includes some of the most iconic players in basketball history.

The Executive Assistant and Office Administrator serves as a trusted partner to the CEO and Chief of Staff while ensuring the smooth day-to-day operation of the organization. This individual is responsible for executive support, office administration, meeting and board coordination, vendor management, and administration project execution. The ideal candidate is highly organized, proactive, resourceful, and capable of balancing multiple priorities in a fast-paced environment.

They are comfortable handing confidential information, anticipating needs, and creating systems that improve organizational effectiveness. This role is highly visible and serves as a key point of coordination across staff, board members, donors, partners, vendors, and external stakeholders.

The primary objectives include:

• Maximizing the effectiveness of the CEO and Chief of Staff by ensuring their time, priorities, communications, and commitments are managed efficiently and strategically.
• Creating operational excellence across the organization by establishing and maintaining systems, processes, and administrative workflows that allow a small team to operate efficiently.
• Serving as the central coordination hub for the organization by ensuring seamless communication and follow‑through among staff, board members, vendors, partners, and key stakeholders.
• Supporting strong governance and leadership operations through effective coordination of board meetings, leadership meetings, strategic planning sessions, and organizational reporting.
• Maintaining a professional and welcoming office environment that reflects the organization’s values and enables staff productivity and collaboration.
• Driving accountability and execution by tracking deadlines, action items, projects, and follow‑up responsibilities on behalf of the CEO and Chief of Staff.
• Protecting and managing confidential information with the highest level of discretion, professionalism, and sound judgment.
• Providing administrative support for fundraising, partnerships, and special events to help advance the organization’s mission and strategic goals.
• Anticipating organizational needs before they become issues by proactively identifying gaps, solving problems, and recommending improvements.

• Manage complex calendars for the CEO and Chief of Staff, including scheduling meetings, resolving conflicts, and prioritizing requests
• Prepare meeting agendas, briefing materials, presentations, reports, and correspondence
• Track action items, deadlines, and follow‑up tasks for leadership
• Serve as a gatekeeper for executive time and priorities
• Support preparation for speaking engagements, donor meetings, board meetings, and special events
• Process expense reports, reimbursements, invoices, and related administrative documentation in partnership with finance and accounting.
• Draft, proofread, and edit communications on behalf of leadership
• Handle sensitive and confidential information with professionalism and discretion

• Manage daily office operations and ensure a welcoming, organized, and professional workplace
• Oversee office supplies, equipment, technology coordination, email, shipping, and vendor relationships
• Maintain organizational files, records, databases, and administrative systems
• Coordinate onboarding logistics for new staff, contractors, and interns
• Assist with budget tracking, invoice processing, and administrative recordkeeping
• Identify and implement process improvements that…