Executive Assistant to the Director of Athletics

Job description



Executive Assistant to the Director of Athletics

Job ID: 223671
Location: Kennesaw, Georgia
Full/Part Time:
Regular/Temporary: Regular

Job Summary
Provides support to the assigned Executive and/or Vice President level leaders. Interacts on a consistent basis with important visitors, institution executives, representatives of the Board of Regents and University System office, government officials, faculty, staff and students. Advises and counsels executive level staff as directed by the leader.

Responsibilities
1. Serves as primary scheduling contact with the campus and external community with an understanding of how to manage conflicting priorities

2. Maintains active calendars and keeps executives informed as appropriate regarding upcoming appointments, meetings, events, etc.

3. Compiles materials, agendas, meeting minutes, collateral and other documentation as required by executives for attendance at meeting and events

4. Prepares travel arrangements and itineraries

5. Completes and submits travel authority requests and reimbursement statements ensuring accurate recordkeeping of associated documents

6. Coordinates the signature and redistribution of documents as needed

7. Maintains office filing system and organization of pertinent and confidential institutional documents

8. Organizes in-office meetings and other events with multiple staff levels and stakeholders

9. Serves as a liaison to the Executive's leadership teams by organizing, coordinating and overseeing special projects

10. Works independently on projects from conception to completion

11. Performs a wide variety of administrative support tasks not exclusive to monitoring, screening, responding to and distributing incoming communications including phone calls and email; treating confidential matters accordingly

12. Acts as the primary resource for purchasing and procurement requirements for the department

13. Prepares and edits correspondence, communications, presentations and other documents with an understanding of sensitive and confidential material

14. Creates and updates a variety of standard and ad hoc reports per established timelines

15. Act as a resource for developing and proofreading documents within the division

16. Assists executives with personnel initiatives including completing and/or gathering all paperwork required for job postings, provides follow up on approval chain, arranges hiring committees and schedules interviews

17. Interacts with external clients as a positive representative of the University

DEPARTMENT SPECIFIC TASKS AND RESPONSIBILITIES:

1. Provides executive administrative support to the Director of Athletics and works closely with the Athletics Leadership team to ensure daily operations requirements and long-term strategic office priorities are met

2. Anticipates the administrative needs of the Director of Athletics and the office and proactively works to resolve or present recommendations for resolution

3. Maintains the Director of Athletics' calendar and ensures appropriate preparation for daily activities including agendas, support materials, and other applicable information

4. Works closely with the Director of Athletics to finalize Athletic communications

5. Balances competing priorities and uses excellent judgment in managing the calendar and strategizing the allocation of the Director of Athletics time

6. Manages and coordinates correspondence for the Director of Athletics and the department by monitoring the Director of Athletics email account and mailbox and resolving or elevating appropriately; may respond on behalf of the Director

7. Represents the president and the office by answering incoming phone calls and requests for engagement

8. Handles meeting and conference logistics and ensures the needs of the Director of Athletics and other meeting attendees are met

9. Works closely with colleagues across the institution, including Campus Services and University Events

10. Serves as the main point of contact for the Department of Athletics guests, ensuring that all needs are met

11. Communicates on behalf of the Director of Athletics and the department with various internal and external partners and represents the department in a professional manner

12. May supervise and schedule student and administrative staff. Processes expense reports and ensure compliance with the policy

Required Qualifications
Educational Requirements
Bachelor's degree from an accredited institution of higher education

Required Experience
Five (5) years of executive level administrative support experience

Knowledge, Skills, & Abilities

  • Possesses a strong personal code of ethics including the ability to maintain confidentiality
  • Able to adapt to quickly changing circumstances
  • Able to take initiative and be a self-starter
  • Able to build relationships and coordinate with internal staff at all levels In a positive and productive manner
  • Able to handle multiple tasks or projects at one time meeting assigned deadlines
  • Excellent interpersonal, initiative, teamwork, problem solving, independent judgment, organization, communication (verbal and written), time management, project management and presentation skills
  • Proficient with computer applications and programs associated with the position (i.e. Microsoft Office suite)
  • Strong attention to detail and follow up skills
  • Strong customer service skills and phone and e-mail etiquette

DEPARTMENT SPECIFIC KNOWLEDGE, SKILLS, AND ABILITIES:
  • Experience working with high-level executives preferred.
  • Previous experience in higher education
  • Demonstrated ability to work collaboratively within a team.
  • Experience in project coordination a plus.
  • Position tasks are generally required to be performed in-person at KSU Athletics location. Remote work from home day options may be granted at department discretion. KSU reserves the right to change remote work status with notice the employee

Equal Employment Opportunity
Kennesaw State University is an Equal Employment Opportunity/Affirmative Action Employer. It is the policy of Kennesaw State University to recruit, hire, train, promote and educate persons without regard to age, color, disability, ethnicity, gender, national origin race religion, sexual orientation, or status as a protected Veteran. Kennesaw State University is a participant in the Employment Eligibility Verification Program (E-Verify) effective October 15, 2007. Participant ID: 61415

Equal Employment Opportunity
Kennesaw State University is an Equal Employment Opportunity/Affirmative Action Employer. It is the policy of Kennesaw State University to recruit, hire, train, promote and educate persons without regard to age, color, disability, ethnicity, gender, national origin race religion, sexual orientation, or status as a protected Veteran. Kennesaw State University is a participant in the Employment Eligibility Verification Program (E-Verify) effective October 15, 2007. Participant ID: 61415

Other Information
This is a supervisory position.
This position has financial responsibilities.
No, this position will not be required to drive.
This role is considered a position of trust.
This position requires a purchasing card (P-Card).
This position may travel 1% - 24% of the time
This position does not require security clearance.

Background Check
  • Credit Report
  • Standard Enhanced + Education


To apply, visit https://careers.hprod.onehcm.usg.edu/psp/careers/CAREERS/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=43000&JobOpeningId=223671&PostingSeq=1







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Job No:
Posted: 2/11/2021
Application Due: 2/11/2033
Work Type: Full Time
Salary: