Santa Barbara, California
Washington, D.C.
Starkville, Mississippi
Norman, Oklahoma
Gainesville, Florida
Posted: 13-Sep-23
Location: Irving, Texas
Type: Full-time
Categories:
Sector:
Salary Details:
Required Education:
The American Athletic Conference Executive Assistant provides high-level support to the Commissioner. The position is responsible for all aspects of managing the Commissioner's activities, including his schedule and communications. The position also assists administratively with general office operations.
The Executive Assistant serves as a liaison to the Conference’s Board of Directors (President at each member institution) and the Athletic Directors Committee (Athletic Director at each member institution), coordinating communications between the Commissioner and the two groups’ assistants, and scheduling and supporting several meetings each year. The Executive Assistant also provides administrative support for various Conference events aside from meetings. Planned events and activities will occasionally require work at night and on weekends, as well as occasional travel to support out-of-town events.
As Executive Assistant to the Commissioner, the successful candidate must maintain confidentiality and serve as an ambassador for the Commissioner’s correspondence and activities. This position requires tact, professionalism, and flexibility while maintaining a positive attitude and welcoming demeanor. The successful candidate must be proactive and well informed about the Conference and its policies. General knowledge about collegiate athletics is preferred.
SPECIFIC AREAS OF RESPONSIBILITY AND EXAMPLES OF DUTIES
Manages all aspects of the Commissioner’s daily activities, including organizing the Commissioner’s schedule, managing appointments and visitors, organizing meeting logistics, managing the Commissioner's communications, assisting in the coordination of the Commissioner’s interview schedule and speech writing, and maintaining the Commissioner’s files (electronic and paper).
- Maintains the Commissioner’s electronic calendar.
- Manages all aspects of the Commissioner's travel.
- Provides daily support to the Commissioner regarding office technology, machinery, and supplies.
- Processes the Commissioner's expense reports/reimbursements.
- Responsible for coordinating/scheduling the Conference’s primary virtual and in-person meetings with member constituents and internal staff meetings. Meeting support also includes event coordination and working with outside vendors. Attends all meetings to assist the Commissioner and senior staff, monitors attendance, supports participants, and records meeting minutes.
- Supports the Commissioner and the COO regarding primary Conference meetings by conducting electronic scheduling polls, preparing meeting notices, meeting materials, and distributing those materials through various platforms.
- Contributes to the planning, organization, and support of Conference events, and may be required to travel to those events to coordinate the Commissioner’s on-site schedule and hospitality functions.
- Reserves game tickets, hospitality tickets and hotel rooms for the Commissioner and senior staff for national sporting events such as NCAA Championships and Final Fours, CFP National Championship, National Football Foundation events, etc.
- Provides administrative support as needed to the senior staff regarding other event and meeting planning.
- Reviews and processes all incoming correspondence and other communications forwarded to the Commissioner’s generic email account, ensuring that the Commissioner or COO receives all relevant communications requiring a response.
- Assists in other areas as necessary, including administrative support for general Conference office operations, including coordinating the automated phone system.
EDUCATION, EXPERIENCE AND COMPETENCIES
Associate's degree plus minimum of five (5) years of experience, or equivalent combination of education and experience at the executive level, preferably in an academic/athletic setting. Bachelor's Degree preferred.
- Excellent organizational, administrative and time management skills.
- Excellent oral and written communication skills.
- Strong skills/familiarity with PC windows-based software, including Microsoft Office applications and other standard business software applications, including LoopUp, Zoom, ShareFile, etc.
- Initiative, independence, discretion, and excellent judgment are required.
- Demonstrated ability to work collaboratively and effectively with others.
- Demonstrated ability to support a diverse community in an inclusive environment.
