Pella Area Jobs

Executive Assistant to the Director of Athletics

Job Description:
The Executive Assistant provides administrative support to the Athletics Director, assisting with confidential information and engaging with a diverse group of internal and external constituents. This position also serves as receptionist for the Athletics office; a team-oriented and fast-paced environment.

Essential Job Responsibilities:

  • Provide support to the Athletics Director including, but not limited to, calendar management, travel and itineraries, appointments, and some budget management.
  • Provide reception coverage for the athletics director and office:  Answer phone; greet visitors; provide information and/or refer to the appropriate office or resource.   
    •  Order and maintain office supplies for the athletics department.
    •  Prepare athletic event / game contracts, where applicable.
    •  Maintain the online athletic travel calendar.
  • Arrange for office coverage when necessary.
  • Coordinate arrangements for special athletic events; including but not limited to - Homecoming, Hall of Honor banquet, post season / playoff events.
  • Serve as the point of contact between Dining Services and the coaching staff for submitting team rosters in a timely manner so student meal plans are applied when available.
  • Oversee the communication flow between officials, event managers, and coaching staff to provide seamless event coverage:
  • Maintain event folders, in collaboration with the Associate Athletics Director for Business Affairs, to ensure officials and    support staff workers submit proper wage documentation and sign work verification sheets.
  • Serve as the point of contact for Arbiter (the officials assignment website).
  • Prepare the weekly wage spreadsheet for officials.
  • Collaborate with Sports Information personnel and coaching staff to maintain athletic award records and order the appropriate awards.
  • Engage daily with current student athletes, staff, alumni, donors, athletic recruits, parents, and guests with a spirit of hospitality.
  • Provide general administrative support for the senior associate athletics director.
  • Assume other responsibilities as assigned by the athletics director.
  • Shift hours may vary, including evenings, weekends, and college closure periods.
Requirements:
Bachelor's degree or equivalent combination of experience and education.
Thorough knowledge of office practices and procedures, proficient in Microsoft Office Professional, willingness to learn the college's internal technology systems and a working knowledge of budgeting principles.
Professional communication, organizational, and time management skills.
Knowledge of and interest in Intercollegiate athletics.
Punctual, reliable attendance is required to ensure the department operates at a high level of professionalism.
Service Oriented.