Administrative Assistant & Office Manager

This position will report to the Executive Assistant and will provide high-level logistical support to the Commissioner and ensures the seamless daily operation of the Big 12 Conference office. This dual-function role, balancing complex travel and executive correspondence with the facility management of a premier sports organization.

ESSENTIAL DUTIES: Administrative Assistant Responsibilities

Travel & Logistics Management

• End-to-End Travel: Execute all commercial travel arrangements for the Commissioner, including booking flights and scheduling with competition department regarding event attendance, managing airline club membership, and coordinating car services/drivers.

• Itinerary Development: Create detailed travel itineraries

• Event Logistics: Coordinate on-site "arrival-to-departure" logistics for games and events, including credentials, VIP entrance protocols, parking, and hospitality.

• Expense Management: Reconcile and process the Commissioner’s monthly expense reports with adherence to conference financial policies.

Executive Administrative Support

• Calendar Coordination: Assist the Executive Assistant in managing a high-volume calendar involving Board of Directors meetings, media appearances, speaking engagement and game attendance.

• Committee Support: Manage logistics for the Commissioner’s industry-related committee commitments (e.g., CFP, FBS, CCA, NCAA, COC).

• Briefing Materials: Prepare, print, and organize physical and digital meeting binders, daily news clippings, and research materials.

• Coordinate the Commissioner gifting strategy including holiday gifts, thank you tokens, and milestone acknowledgements as well as personalized notes.

High-Level Correspondence

• Stakeholder Relations: Draft and send formal correspondence on behalf of the Commissioner to Head Coaches and Student-Athletes (e.g., season openers, yearly accolades, and weekly awards).

Office Manager Responsibilities - Facility & Suite Operations

• Building Liaison: Serve as the primary Point of Contact for Building Management regarding suite access, loading dock schedules, security clearance forms, and Certificates of Insurance (COIs).

• Vendor Management: Manage relationships and orders for office vendors (e.g., Balcones Shred, Documation, Amazon, Office Depot) and handle all inbound/outbound mail via USPS.

• Maintenance & Repairs: Identify facility needs and submit work orders for janitorial services and repairs; schedule subcontractors for major contract needs.

Safety & Environment

• Workplace Standards: Ensure the office remains professional, clean, and fully functional at all times.

• Safety Compliance: Serve as the Office Fire Warden and oversee AED equipment maintenance and Active Attack training coordination.

Operational Backup

• Reception Support: Serve as the primary backup to the Receptionist/Legal Assistant, including greeting guests, managing the multi-line phone system, validating parking, and preparing conference rooms for high-level meetings.

• Other duties as assigned

SKILLS & EXPERIENCE:

• 3–5 years of experience in a fast-paced administrative or office management role (sports or entertainment industry experience is preferred).

• Proficiency in navigating airline loyalty programs and booking complex, multi-city itineraries.

• Exceptional written and verbal communication skills; ability to interact professionally with high-profile coaches and executives.

• High proficiency in Microsoft Office 365 (Outlook, Word, Excel) and expense management software

• Proven ability to handle highly confidential information with absolute discretion.

EDUCATION:

• Bachelor’s Degree required. A degree in Sport Management, Business Administration, Communications, or a related field is preferred.

WORKING CONDITIONS:

Office environment. Frequent sitting, standing, walking bending, listening, speaking, and use of office equipment. Some requirements for lifting, pushing, or pulling items less than 30 pounds.  Ability to work long non-standard hours, including holidays, nights, weekends, game days or other event dates.