POSITION : Assistant Director of Executive Affairs
BASIC FUNCTION : The Assistant Director of Executive Affairs is experienced in handling a wide range of administrative and executive support related tasks and is able to work independently after initial guidance with 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 individual recognizes the 24/7 nature of the position and sees no project or problem too big or small to manage. 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.
The Assistant Director of Executive Affairs manages the functional and administrative support activities of the NCAA President. The Assistant Director of Executive Affairs leads and manages a variety of group-wide projects and actively participates in the administrative leadership of the group. The Assistant Director participates in organizing, planning and executing on projects and activities of the Office of the President.
Duties and Responsibilities :
Coordinate and manage highly confidential and sensitive projects.
Coordinate all presidential events with organizing groups. Work with other internal and external groups to obtain agendas, reports, and background materials for meetings the President attends or at which he presents.
Assist the Director of Executive Affairs to organize meetings, develop presentation materials, draft policies and correspondence and writing summary reports for projects on which the President is point.
Engage on executive office project team to plan all executive office events with organizing groups. This includes the NCAA Convention, Final Four, and national office and external events. Serve as point person internally and externally for one or more areas related to each event.
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.
Be responsible for the President’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 plan meeting details including developing agendas, coordination of attendees, location, meals, lodging, airfare, mailing of materials, video equipment, videoconferencing/ teleconferencing, Board Vantage and other details as needed.
Answer, screen, and log telephone calls and respond via email to inquiries to the President: route to responsible staff member as appropriate; take messages; provide information requested; manage difficult callers with poise and patience.
Review and prioritize email received by the President; highlight matters needing immediate attention. Send individual and mass email as requested using individual accounts, listservs or Delivera.
Make travel arrangements and accommodations for the President and, when necessary, external individuals through in-house travel agency; coordinate schedules with external associations for conferences and speaking engagements. Serve as secondary support for other executive travel.
Manage the President’s expenses and processes for reimbursement and issue check requests. Coordinate expense reimbursement with finance department and external accountant.
Actively monitor the President’s strategic goals and those of his direct reports to track on metrics and ensure targets are being achieved.
Assist the executive team by anticipating group and Association issues, recommend speaking opportunities, membership meetings and other strategies. Also, assist the President and Director of Executive Affairs with the management responsibilities of the executive team.
Direct and manage the organization of all business and financial files related to all executive office business.
Maintain shared and accessible Sharepoint files.
Contribute to building outreach management database
Learn new systems and processes and transfer that knowledge to relevant and appropriate office staff members.
Monitor calendars of President’s Cabinet and keep abreast of travel commitments and staff in the office.
Assist with the development of annual budget and track office expenditures against budget projects.
Anticipate needs of the President to improve the overall efficiency and effectiveness of the national office.
Be responsible for policy and use of signature authority.
Perform other duties as assigned by the President or Director of Executive Affairs.
Minimum Requirements and Preferred Qualifications :
Bachelor’s degree required.
Five years related experience with at least three years of experience directly supporting a senior-level executive.
Ability to problem-solve and analyze with minimal supervision after initial guidance.
Ability to prioritize multiple concurrent projects and tasks.
Proficiency in drafting correspondence, writing reports and summary documents required.
Highly developed organization and planning skills and the ability to multi-task required.
Demonstrated ability to effectively handle administrative matters, including calendar management, meeting planning, project management, correspondence and preparation of minutes and reports is required.
Experience handling confidential and sensitive materials required.
Demonstrated high-level proficiency and willingness to engage in continuous training with Microsoft Office applications.
Demonstrated ability to provide outstanding service.
Ability to establish and meet deadlines and work independently, as well as the ability to work on a team.
Demonstrated appreciation for working in a team environment that works to maximize the efficiency and effectiveness of the team.
Principal Contacts :
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.