POSITION : Administrative Assistant of Executive Affairs
BASIC FUNCTION : The ideal candidate is experienced in handling a wide range of administrative and executive support related tasks and is able to work independently with little or no supervision. This person must be exceptionally organized, flexible and appreciate the administrative challenges of supporting a small office with several executives and a demanding workload. The Administrative Assistant of Executive Affairs manages the administrative function and support of the Director of Executive Affairs.
The ability to thrive in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is essential to being successful in this role. Expert level written and verbal communication skills, strong decision making ability and attention to detail are critical.
Duties and Responsibilities :
Relieve the Director of Executive Affairs of administrative type functions to increase the time available for her primary responsibilities.
Be responsible for the Director’s calendar management, requiring interaction with both internal and external executives and assistants, and ensure that meetings are well-planned and prioritized.
Set-up and coordinate meeting details including finalizing agendas, coordinating attendees, location, meals, lodging, airfare, mailing of materials, video equipment, videoconferencing/ teleconferencing, Board Vantage and other details as needed.
Answer and screen telephone calls and respond via email to inquiries to the Director: route to responsible staff member as appropriate; take messages; provide information requested; and manage difficult callers with poise and patience.
Review and prioritize email received by the Director; highlight matters needing immediate attention.
Make travel arrangements and accommodations for the Director and, when necessary, external individuals through in-house travel agency; coordinate schedules with external groups for outside commitments. Serve as secondary support for other executives’ travel.
Manage the Director’s expenses and processes for reimbursement and issue check requests.
Manage highly confidential and sensitive information.
Assist the executive team by providing support such as organizing meetings, developing presentation materials, finalizing policies, correspondence and summary reports for projects on which the Director of Executive Affairs is point.
Maintain necessary electronic and paper files related to executive business.
Create agenda and supporting materials and style documents in compliance with NCAA style.
S erve as the face of the Executive Office and ensuring that guests feel welcome and at home in the Executive office whether they are interfacing by phone or in person.
Engage as a member of the executive staff, collaborating on team projects, serving as backup for other team members and delivering on the goals established for the group.
Perform other duties as assigned by the Director of Executive Affairs.
Minimum Requirements and Preferred Qualifications :
High school diploma required. Bachelor’s degree preferred.
Three years providing support at the executive level required.
Proficiency in Microsoft Office (Word, Excel, Powerpoint, Outlook) required.
Exceptional organizational skills and attention to detail required.
Excellent calendar management skills, including the coordination of complex executive meetings required.
Discretion and sensitivity in handling internal and external confidential matters and materials.
Excellent oral and written communication skills required.
Strong work ethic, service-oriented approach and ability to meet deadlines with little direct supervision.
Adept at problem solving and providing solutions.
Proficient in planning, analyzing and coordinating activities for self and others.
Facility to travel several times per year required.
Flexibility in schedule and comfortable with working in a dynamic environment.
Ability to thrive in an environment with people from diverse cultural backgrounds and from a range of experiences.
Experience in event planning preferred.
This position requires extensive contact with individuals internal and external to the Association, including but not limited to:
NCAA President and all senior level executives.
Other national office staff members across all levels and departments.
Institutional administrators including chancellors and presidents, and athletics professionals.
Conference athletics administrators (including commissioners, assistant commissioners, compliance administrators).
National Sport Governing Bodies.
External vendors including insurance providers.
Members of professional boards and associations.
Members of the bar.