Executive Assistant for Administration and Office Manager

The American Athletic Conference is accepting applications for the position of Executive Assistant for Administration and Office Manager. The position reports directly to the Chief Operating Officer and Chief Financial Officer.

THE ROLE AND CANDIDATE PROFILE

The American Athletic Conference Executive Assistant for Administration and Office Manager provides high-level daily administrative support to the COO, CFO, and Director of Business Affairs regarding all aspects of the Conference office’s business, financial, legal, and human resource operations. The position is also responsible for the office management function in supporting the entire 28-member Conference staff.

The Executive Assistant for Administration and Office Manager also serves as the Conference’s meeting and special events coordinator, contributing to the planning, organization, and on-site execution of league-sponsored events. Planned events and supporting activities will sometimes require work at night and on weekends, as well as occasional travel to support out-of-town events.

The Executive Assistant for Administration and Office Manager serves as a liaison to the Conference’s Board of Directors (President at each member institution), Athletic Directors Committee (AD at each member institution), Senior Woman Administrators Committee (SWA at each institution), and Faculty Athletic Representatives (FAR at each member institution) helping to coordinate the dissemination of meeting materials to these groups and other communications on behalf of the conference staff primary liaisons.

As the Executive Assistant for Administration and Office Manager, the successful candidate must be well adept at multi-tasking, maintain confidentiality and serve as an ambassador for the Conference. This position requires diplomacy, professionalism, and flexibility with a positive attitude. The successful candidate must be an initiative-taking self-starter and well informed about the Conference and its policies. General knowledge about collegiate athletics is preferred.

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 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.

SPECIFIC AREAS OF RESPONSIBILITY AND EXAMPLES OF DUTIES

• Support Conference business administration staff by performing general office tasks; write internal and external communications and employee notices; and update and maintain the employee handbook, employee records, and new employee orientation procedures.

• Coordinate research and data projects, including financial related surveys for the membership.

• Update and maintain administration network files, institutional contact directories and staff listings for national directories.

• Primary liaison with ShareFile, the Conference’s password protected website used for the distribution of meeting materials to the membership.

• Update and maintain Conference Policy Manuals.

• Ensure an uncluttered, clean, and well-maintained office environment. Serve as the Office Manager and liaison with the Building Management team and other external vendors, order office and break room supplies, office equipment, oversee retailers associated with printing, office mailing, shipping, and shredding.

• Assist the Director of Business Affairs with various payment software data entry programs.

• Serve as primary liaison with Integrated IT, the office’s information technology partner and manage all aspects of Conference office communication technology needs.

• Maintain computer equipment inventory for the Conference and coordinate all individual employee requests/upgrades.

• Coordinate meeting sites, hotel accommodations, hospitality and other event details for primary Conference Meetings and other governance, collaborative and operational meetings, and special events.

• Assist in other areas as necessary, including backup administrative support for the Commissioner.

APPLICATION PROCESS

A letter of application, resume and a list of at least three professional references should be forwarded via email to:

Donna DeMarco, Chief Operating Officer

ddemarco@theamerican.org

Stacy Martin, Chief Financial Officer

smartin@theamerican.org

The application deadline is July 12, 2024.

Compensation is commensurate with qualifications and experience and includes participation in the Conference's employee benefit plan.

The American Athletic Conference is an equal opportunity employer. The Conference does not discriminate against applicants for employment on the basis of their membership in any protected class under federal or state law.