Executive Assistant - Basketball

National Collegiate Athletic Association - Indianapolis, IN

Full-time - Mid Level

Indianapolis, IN

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About the position

The Executive Assistant of Basketball plays a crucial role in providing comprehensive administrative support to senior executives within the basketball department. This position requires exceptional organizational skills, flexibility, and the ability to manage a demanding workload while maintaining confidentiality. The Executive Assistant will coordinate various projects, manage calendars, and facilitate communication between internal and external stakeholders, ensuring the smooth operation of the basketball administration team.

Responsibilities

• Coordinate and manage highly confidential and sensitive projects.
• Coordinate events for the Sr. Vice President of Basketball and Vice President of Men's Basketball, including obtaining agendas and reports for meetings.
• Serve as the men's basketball liaison with the NCAA Executive office.
• Assist in organizing committee and executive meetings, including scheduling and developing presentation materials.
• Engage in project teams to plan administration events related to basketball, including the Final Fours and NCAA Convention.
• Collaborate with the basketball administration staff on team projects and serve as backup for other team members.
• Assist with internal meetings, including scheduling and logistics for various staff meetings.
• Manage the calendars of the Sr. Vice President and Vice President, ensuring meetings are well-planned and prioritized.
• Set up and plan committee meeting details, including agendas and coordination of attendees.
• Answer, screen, and log telephone calls and manage correspondence for the Sr. Vice President and Vice President.
• Make travel arrangements for the Sr. Vice President and Vice President, coordinating schedules with external associations.
• Manage expenses and reimbursement processes for the Sr. Vice President and Vice President.
• Direct and manage the organization of all business and financial files related to basketball administration.
• Maintain shared and accessible Sharepoint files and contribute to building an outreach management database.
• Anticipate the needs of the Sr. Vice President to improve overall efficiency and effectiveness of basketball group administration.
• Manage communication with various stakeholders, including NCAA executives, institutional administrators, and media partners.

Requirements

• High school diploma or equivalent required; Bachelor's degree preferred.
• Five years of related experience, with at least three years supporting a senior-level executive preferred.
• Highly developed organization and planning skills, with the ability to multi-task.
• Proficiency in drafting correspondence and writing reports and summary documents.
• Experience handling confidential and sensitive materials.
• Demonstrated ability to effectively manage administrative matters, including calendar management and meeting planning.
• Ability to problem-solve and analyze with minimal supervision after initial guidance.
• Ability to prioritize multiple concurrent projects and tasks.
• High-level proficiency in Microsoft Office applications and willingness to engage in continuous training.
• Excellent written and verbal communication skills.
• Strong decision-making skills and attention to detail.
• Ability to thrive in a fast-paced environment under pressure.

Nice-to-haves

• Experience with Asana or similar project management tools.
• Familiarity with NCAA style management and logo/letterhead/PowerPoint template management.

Benefits

• Health insurance coverage
• 401k retirement savings plan
• Paid holidays
• Flexible scheduling options
• Professional development opportunities