EXECUTIVE ADMINISTRATIVE ASSISTANT

Pga Tour - Ponte Vedra Beach, FL

Full-time - Senior

Ponte Vedra Beach, FL

0

Amusement, Gambling, and Recreation Industries

About the position

The Executive Administrative Assistant position at PGA TOUR is a critical role that supports the Board Administration team, focusing on various administrative tasks essential for the smooth operation of the executive office. This position is designed for a highly organized individual who can manage multiple responsibilities while maintaining a high level of professionalism and confidentiality. The Executive Administrative Assistant will report directly to the Vice President of Board Administration and will be responsible for calendar management, document editing, drafting schedules, tracking follow-up items, travel planning, expense allocation, and preparing for meetings with senior leadership. In this role, the Executive Administrative Assistant will be expected to coordinate closely with the executive support team and external constituents to ensure that all scheduling and calendar needs are met efficiently. The position requires a proactive approach to managing time-sensitive communications and documents, particularly those that are confidential in nature. The successful candidate will also assist in maintaining the Board Directory, ensuring that contact information, committee assignments, and terms are up to date. Additionally, the Executive Administrative Assistant will play a key role in preparing for meetings by obtaining necessary documents in advance and ensuring that all materials are organized and accessible. The ability to prioritize tasks effectively and manage follow-ups in a timely manner is crucial, as is the willingness to work flexible hours, including evenings, weekends, and holidays, as business needs arise. This position is ideal for someone who thrives in a fast-paced environment and is committed to supporting senior leadership with excellence.

Responsibilities

• Calendar support and scheduling in close coordination with executive support team and external constituents.
• Edit/track documents in Office Suite and ensure records are appropriately archived.
• Assist in distribution of confidential, time-sensitive communications to Board of Directors in coordination with Vice President.
• Manage Board Directory and contact information, including committee assignments and terms.
• Assist in research of company records/communications, as needed.
• Obtain advance documents for meetings, in line with planned agendas.
• Work with Vice President to prioritize follow ups and ensure handled in designated timeframe.
• Distribute credentials/tournament tickets to key constituents, upon request.
• Plan travel and allocate expenses for team members.
• Back up support to other team members, as needed.
• Special projects or other duties as assigned.

Requirements

• Bachelor's degree in communications, business or related field, or equivalent education and experience.
• Minimum ten years administrative support experience for senior level management required.
• Minimum 3 years experience working with C-Suite Executive(s).
• Legal or Corporate Governance experience preferred.
• Proficient in Microsoft Office skills, including Outlook, TEAMS, One Drive/SharePoint, Word, PowerPoint, Excel.
• Experience with web-based board portals/collaboration software.
• Proven ability to earn trust and respect confidentiality.
• Excellent communication skills, verbal and written.
• Deadline oriented with proven ability to multitask and adjust priorities quickly in a fast-paced environment.

Nice-to-haves

• Experience in a sports or entertainment industry environment.
• Familiarity with event planning and coordination.

Benefits

• Health insurance coverage.
• 401k retirement savings plan.
• Paid holidays and vacation time.
• Flexible scheduling options.