Executive Assistant (20821)

Responsibilities

• Provide comprehensive administrative support to the Vice President and Director of Athletics.
• Manage complex calendars, schedules, deadlines, and travel arrangements.
• Prepare, review, and maintain confidential correspondence, reports, presentations, and official records.
• Cook up daily operations of the executive office to ensure priorities and deadlines are met.
• Maintain organized electronic and physical filing systems.
• Serve as the primary point of contact for coaches, staff, university leadership, conference officials, alumni, donors, and external partners.
• Screen, prioritize, and route communications to ensure timely responses.
• Draft correspondence and communications on behalf of the Vice President/Director of Athletics as appropriate.
• Facilitate communication and coordination between Athletics leadership and campus departments.
• Coordinate special projects and initiatives as assigned by the Vice President/Director of Athletics.
• Aid in planning and coordinating meetings, athletic department events, donor functions, press events, and special functions.
• Prepare agendas, briefing materials, presentations, and follow-up documentation.
• Track action items and project milestones.
• Aid in the preparation and submission of NCAA, SWAC, and institutional reports, including APR and NCAA certification materials.
• Support the maintenance of departmental policies and procedures to promote compliance.
• Coordinate with compliance personnel to ensure documentation is accurate and deadlines are met.
• Maintain confidentiality regarding compliance, personnel, and student-athlete matters.
• Aid in monitoring budgets and expenditures for the Office of the Vice President/Director of Athletics.
• Review purchasing, travel, and reimbursement documentation for accuracy and policy compliance.
• Process financial documents in accordance with University and departmental procedures.
• Compile data and assist with financial and operational reporting.
• Serve as a liaison between the Office of the Vice President/Director of Athletics and internal/external entities.
• Support office workflow, professionalism, and customer service standards.
• Perform other related duties as assigned in support of departmental and University objectives.

Minimum Qualifications

• Bachelor's degree in appropriate area of specialization and five years of related experience; or master's degree and three years of related experience.

Recommended Competencies

• Strong organizational, planning, and multitasking skills.
• Excellent written and verbal communication skills.
• Ability to exercise discretion and handle confidential information.
• Ability to work independently and manage competing priorities.
• Strong interpersonal skills and professional judgment.
• Knowledge of administrative office practices and procedures.
• Familiarity with NCAA and conference rules and reporting processes preferred.
• Proficiency with Microsoft Office applications.
• Experience with ARMS software and social media platforms is helpful.