Executive Assistant to the Vice President for Intercollegiate Athletics

$61,800 - $89,600/Yr

Pennsylvania State University - State College, PA

Full-time - Mid Level

State College, PA

10,001+ employees

Educational Services

About the position

The Executive Assistant to the Vice President of Intercollegiate Athletics (ICA) provides comprehensive administrative support to ensure the smooth operation of the executive office. This role involves managing high-level administrative functions, including calendar management, travel arrangements, and communication logistics with various stakeholders. The position requires a highly motivated individual with strong organizational and communication skills, who can maintain confidentiality and professionalism while demonstrating initiative in problem-solving.

Responsibilities

• Manage and maintain the VP's calendar, ensuring timely scheduling and coordination of meetings, events, and appointments.
• Serve as the primary point of contact for logistical communication between the VP, campus constituents, and external partners.
• Manage and draft communications and respond to correspondence, emails, and phone calls on behalf of the VP.
• Coordinate and manage the logistics for complex travel arrangements for the VP and various ICA staff.
• Monitor and reconcile expenses and prepare documentation.
• Coordinate and collaborate with multiple units and stakeholders across ICA to resolve issues and concerns.
• Responsible for reviewing, coordinating, and maintaining internal communications, including the ICA staff newsletter.
• Prepare, edit, and organize documents, presentations, and reports for meetings, ensuring accuracy and professionalism.
• Maintain confidential files and records, adhering to university policies.
• Support the planning and execution of events related to athletics programs, including coordinating logistics, booking venues, and collaborating with internal departments and external vendors.
• May supervise, train, and provide performance input for assigned administrative staff.

Requirements

• Bachelor's degree or higher plus six years of related experience, or an equivalent combination of education and experience.
• Proven experience in administrative support, preferably in a higher education or athletics environment.
• Excellent organizational and time management skills, with a high level of attention to detail.
• Strong interpersonal skills to work effectively with diverse stakeholders, both within the university and externally.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and calendar management software.
• Ability to maintain confidentiality and handle sensitive information.

Nice-to-haves

• Previous experience in higher education is preferred.

Benefits

• Salary range: $61,800.00 - $89,600.00
• Commitment to diversity, equity, and inclusion initiatives.
• Opportunities for professional development and engagement.