Ncaa
Executive Assistant - Basketball
Ncaa, Indianapolis, Indiana, us, 46262
The Executive Assistant of Basketball is experienced in handling a wide range of administrative and executive support related tasks and is able to work independently after initial guidance with no supervision. The Executive Assistant must be exceptionally organized, flexible and appreciate the administrative challenges of supporting a small office with several executives and a demanding workload and recognizes the dynamic nature of the position and sees no project or problem too big or small to manage.
Job Responsibilities
Coordinate and manage highly confidential and sensitive projects.Coordinate all Sr. Vice President of Basketball and Vice President of Men's Basketball events with organizing groups. Work with other internal and external groups to obtain agendas, reports, and background materials for meetings the Sr. Vice President and Vice President attend or at which he/she presents. Serve as men's basketball liaison with NCAA Executive office.Assist with organizing committee and executive meetings, including scheduling, develop presentation materials, draft policies and correspondence and writing summary reports for projects on which the Sr. Vice President and Vice President are point.Engage on project team to plan all administration events with basketball, broadcast, corporate relations and championship engagement groups. This includes the Final Fours, NCAA Convention and national office and external events. Serve as point person internally and externally for one or more areas related to each event.Engage as a member of the basketball administration staff, collaborating on team projects, serving as backup for other team members and delivering on the goals established for the group. This includes distribution of Men's Final Four bracket on Selection Sunday and subsequent daily updates, oversight of headquarter hotel office space at the Men's Final Four, assisting SVP during Selection Week in the NCAA/TNT/CBS Control Center, oversight of Men's Final Four VIP scheduling and movements and assist with Men's Final Four Basketball Committee Alumni meetings.Assist with internal meetings, including men's and women's basketball staff meetings, bi-weekly leadership meetings, Cross Functional Meetings, and Gavitt Group meetings, including scheduling.Be responsible for the Sr. Vice President and Vice President calendar management, requiring interaction with both internal and external executives and assistants, and ensure that meetings are well-planned and prioritized.Set-up and plan committee meeting details including agendas, coordination of attendees, location, meals, lodging, airfare, mailing of materials, video equipment, videoconferencing/ teleconferencing, and other details as needed for sport committee meetings.Answer, screen, and log telephone calls and respond via email to inquiries to the Sr. Vice President and Vice President: route to responsible staff member as appropriate; take messages; provide information requested; manage difficult callers with poise and patience.Review and prioritize email received by the Sr. Vice President and Vice President; highlight matters needing immediate attention. Send individual and mass emails as requested using individual accounts, listservs or Salesforce.Manage correspondence including physical mail and public email account.Make travel arrangements and accommodations for the Sr. Vice President and Vice President through in-house travel agency; coordinate schedules with external associations for conferences and speaking engagements.Manage the Sr. Vice President and Vice President expenses and processes for reimbursement. Coordinate expense reimbursement with finance department and external accountant.Direct and manage the organization of all business and financial files related to all basketball administration business.
Maintain shared and accessible Sharepoint files.Contribute to building outreach management database
Learn new systems and processes and transfer that knowledge to relevant and appropriate office staff members. Responsible for knowledge of NCAA style management, Salesforce and logo/letterhead/PowerPoint template management,Anticipate needs of the Sr. Vice President to improve the overall efficiency and effectiveness of basketball group administration and is accessible outside normal business hours when necessary.Be responsible for policy and use of signature authority.Manage communication and contact with individuals internal and external to the Association, including but not limited to:NCAA Sr. Vice President of Basketball, Vice President of Men's Basketball, Vice President of Women's Basketball, Director of Broadcasting and Director of Corporate Relations and Championships Engagement.Other national office staff members across all levels and departments.Institutional administrators including athletics directors and senior women's administrators.Conference athletics administrators (including commissioners and assistant commissioners).Student-athletes.USA Basketball, National Association of Basketball Coaches, Women's Basketball Coaches Association, National Basketball Association, Women's National Basketball Association and Naismith Memorial Basketball Hall of Fame.NCAA Corporate Partners and Champions.Media partners including CBS, ESPN and TNT Sports.General public.Other duties as assigned.Job Requirements
Education High school diploma or equivalent required.Bachelor's degree preferred.Five years related experience with at least three years of experience directly supporting a senior-level executive preferred.Highly developed organization and planning skills, and the ability to multi-task required.Proficiency in drafting correspondence, writing reports and summary documents required.Experience handling confidential and sensitive materials required.Demonstrated ability to effectively handle administrative matters, including calendar management, meeting planning, project management, correspondence and preparation of minutes and reports is required.Ability to problem-solve and analyze with minimal supervision after initial guidance.Ability to prioritize multiple concurrent projects and tasks.Demonstrated high-level proficiency and willingness to engage in continuous training with Microsoft Office applications including Asana.Demonstrated ability to provide outstanding service.Ability to establish and meet deadlines and work independently, as well as the ability to work on a team.Demonstrated appreciation for working in a team environment that works to maximize the efficiency and effectiveness of the team.Excellent written and verbal communication skills.Strong decision-making skills and attention to detail.Ability to thrive in a fast-paced environment under pressure.Ability to remain flexible, proactive, resourceful, and efficient.High level of professionalism and confidentiality.Estimated Travel Required
This position will be based out of the national office in Indianapolis, Indiana.Current work environment is hybrid; 3 days in the office and 2 days are remote.Key Competencies
Accountability
| Holds self and others accountable for measurable high-quality, timely, and cost-effective results. Determines objectives, sets priorities, and delegates work. Accepts responsibility for mistakes. Complies with established control systems and rules.Attention to Detail
| Allocates cognitive resources to achieve thoroughness and accuracy when accomplishing tasks, no matter how small or large.Effective Communication
| Can exchange ideas, thoughts, opinions, knowledge, and data so that the message is understood with clarity and purpose.Stakeholder Focus | Is dedicated to meeting the expectations and requirements of internal and external stakeholders, gets first-hand stakeholder information and uses it for improvements in products and services, acts with stakeholders in mind, establishes and maintains effective relationships with stakeholders and gains their trust and respect through honesty, integrity, authenticity, and inclusivity.Teamwork | Can effectively work together with other people and collaborate to achieve a common goal or to complete a task in the most effective and efficient way.Core Values
LEADERSHIP | We actively listen and continually strive to provide vital solutions, counsel and advocacy for student-athletes and intercollegiate athletics.INCLUSION | We seek and incorporate different perspectives and experiences to drive innovation and impact.COMMUNICATION | We commit to an environment of openness to build trust and make timely decisions.COLLABORATION | We work together, based on mutual respect, to lead and serve our stakeholders.ACCOUNTABILITY | We take ownership for our actions and results to add value every day.
Job Responsibilities
Coordinate and manage highly confidential and sensitive projects.Coordinate all Sr. Vice President of Basketball and Vice President of Men's Basketball events with organizing groups. Work with other internal and external groups to obtain agendas, reports, and background materials for meetings the Sr. Vice President and Vice President attend or at which he/she presents. Serve as men's basketball liaison with NCAA Executive office.Assist with organizing committee and executive meetings, including scheduling, develop presentation materials, draft policies and correspondence and writing summary reports for projects on which the Sr. Vice President and Vice President are point.Engage on project team to plan all administration events with basketball, broadcast, corporate relations and championship engagement groups. This includes the Final Fours, NCAA Convention and national office and external events. Serve as point person internally and externally for one or more areas related to each event.Engage as a member of the basketball administration staff, collaborating on team projects, serving as backup for other team members and delivering on the goals established for the group. This includes distribution of Men's Final Four bracket on Selection Sunday and subsequent daily updates, oversight of headquarter hotel office space at the Men's Final Four, assisting SVP during Selection Week in the NCAA/TNT/CBS Control Center, oversight of Men's Final Four VIP scheduling and movements and assist with Men's Final Four Basketball Committee Alumni meetings.Assist with internal meetings, including men's and women's basketball staff meetings, bi-weekly leadership meetings, Cross Functional Meetings, and Gavitt Group meetings, including scheduling.Be responsible for the Sr. Vice President and Vice President calendar management, requiring interaction with both internal and external executives and assistants, and ensure that meetings are well-planned and prioritized.Set-up and plan committee meeting details including agendas, coordination of attendees, location, meals, lodging, airfare, mailing of materials, video equipment, videoconferencing/ teleconferencing, and other details as needed for sport committee meetings.Answer, screen, and log telephone calls and respond via email to inquiries to the Sr. Vice President and Vice President: route to responsible staff member as appropriate; take messages; provide information requested; manage difficult callers with poise and patience.Review and prioritize email received by the Sr. Vice President and Vice President; highlight matters needing immediate attention. Send individual and mass emails as requested using individual accounts, listservs or Salesforce.Manage correspondence including physical mail and public email account.Make travel arrangements and accommodations for the Sr. Vice President and Vice President through in-house travel agency; coordinate schedules with external associations for conferences and speaking engagements.Manage the Sr. Vice President and Vice President expenses and processes for reimbursement. Coordinate expense reimbursement with finance department and external accountant.Direct and manage the organization of all business and financial files related to all basketball administration business.
Maintain shared and accessible Sharepoint files.Contribute to building outreach management database
Learn new systems and processes and transfer that knowledge to relevant and appropriate office staff members. Responsible for knowledge of NCAA style management, Salesforce and logo/letterhead/PowerPoint template management,Anticipate needs of the Sr. Vice President to improve the overall efficiency and effectiveness of basketball group administration and is accessible outside normal business hours when necessary.Be responsible for policy and use of signature authority.Manage communication and contact with individuals internal and external to the Association, including but not limited to:NCAA Sr. Vice President of Basketball, Vice President of Men's Basketball, Vice President of Women's Basketball, Director of Broadcasting and Director of Corporate Relations and Championships Engagement.Other national office staff members across all levels and departments.Institutional administrators including athletics directors and senior women's administrators.Conference athletics administrators (including commissioners and assistant commissioners).Student-athletes.USA Basketball, National Association of Basketball Coaches, Women's Basketball Coaches Association, National Basketball Association, Women's National Basketball Association and Naismith Memorial Basketball Hall of Fame.NCAA Corporate Partners and Champions.Media partners including CBS, ESPN and TNT Sports.General public.Other duties as assigned.Job Requirements
Education High school diploma or equivalent required.Bachelor's degree preferred.Five years related experience with at least three years of experience directly supporting a senior-level executive preferred.Highly developed organization and planning skills, and the ability to multi-task required.Proficiency in drafting correspondence, writing reports and summary documents required.Experience handling confidential and sensitive materials required.Demonstrated ability to effectively handle administrative matters, including calendar management, meeting planning, project management, correspondence and preparation of minutes and reports is required.Ability to problem-solve and analyze with minimal supervision after initial guidance.Ability to prioritize multiple concurrent projects and tasks.Demonstrated high-level proficiency and willingness to engage in continuous training with Microsoft Office applications including Asana.Demonstrated ability to provide outstanding service.Ability to establish and meet deadlines and work independently, as well as the ability to work on a team.Demonstrated appreciation for working in a team environment that works to maximize the efficiency and effectiveness of the team.Excellent written and verbal communication skills.Strong decision-making skills and attention to detail.Ability to thrive in a fast-paced environment under pressure.Ability to remain flexible, proactive, resourceful, and efficient.High level of professionalism and confidentiality.Estimated Travel Required
This position will be based out of the national office in Indianapolis, Indiana.Current work environment is hybrid; 3 days in the office and 2 days are remote.Key Competencies
Accountability
| Holds self and others accountable for measurable high-quality, timely, and cost-effective results. Determines objectives, sets priorities, and delegates work. Accepts responsibility for mistakes. Complies with established control systems and rules.Attention to Detail
| Allocates cognitive resources to achieve thoroughness and accuracy when accomplishing tasks, no matter how small or large.Effective Communication
| Can exchange ideas, thoughts, opinions, knowledge, and data so that the message is understood with clarity and purpose.Stakeholder Focus | Is dedicated to meeting the expectations and requirements of internal and external stakeholders, gets first-hand stakeholder information and uses it for improvements in products and services, acts with stakeholders in mind, establishes and maintains effective relationships with stakeholders and gains their trust and respect through honesty, integrity, authenticity, and inclusivity.Teamwork | Can effectively work together with other people and collaborate to achieve a common goal or to complete a task in the most effective and efficient way.Core Values
LEADERSHIP | We actively listen and continually strive to provide vital solutions, counsel and advocacy for student-athletes and intercollegiate athletics.INCLUSION | We seek and incorporate different perspectives and experiences to drive innovation and impact.COMMUNICATION | We commit to an environment of openness to build trust and make timely decisions.COLLABORATION | We work together, based on mutual respect, to lead and serve our stakeholders.ACCOUNTABILITY | We take ownership for our actions and results to add value every day.