BASIC FUNCTION: As a member of the NCAA President’s Office staff, the assistant director of executive affairs works in a team environment in which the focus is on high level of service and expectations for quality. The primary responsibilities include managing office correspondence, leading executive office engagement at convention, managing projects and assisting the Chief of Staff to deliver on strategic objectives and outreach. The ability to thrive in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is essential to being successful in this role. Expert level written and verbal communication skills, strong decision-making ability and attention to detail are critical.
Duties and Responsibilities:
Serve as the executive liaison to the NCAA Convention team. Develop recommendations for educational sessions, manage session logistics and coordinate the NCAA President’s Pat Summit Award and Gerald Ford Award presentations and recipient logistics.
Screen and route executive office correspondence. Work with the intern to draft and proof final correspondence. Work with Chief of Staff on complex correspondence matters.
Conduct research and analysis to provide to Chief of Staff and others so they may make informed decisions on Association and national office policy.
Assist Chief of Staff with development of agendas, reports and follow up from internal meetings and those specific to the Board of Governors Commission to Combat Campus Sexual Violence.
Manage the Membership Relationship Manager, President’s Cabinet strategic outreach to the membership, and presidential outreach.
Manage executive office budget with oversight from Chief of Staff.
Assist Chief of Staff in outlining, executing, tracking and communicating strategic priorities and outcomes for a presence in both the Indianapolis local community and nationally.
Search out/streamline and coordinate leadership presence at community events.
Use Salesforce to track engagement in community events and organizations and the activity of NCAA executives.
Develop and maintain the national office calendar.
Serve as executive office liaison to the president’s award selection committee.
Work with Chief of Staff and Strategic Communications to develop, market and roll out the Presidential Lecture Series. Manage program after roll out.
Possess fantastic customer service, work ethic and high expectations for quality.
Manage highly confidential and sensitive information.
Provide meeting planning support, as needed, for the executive team.
Maintain necessary electronic and paper files related to executive business.
Set up filing system and maintain shared Sharepoint files for executive team
Maintain presidential papers and archives.
Maintain Salesforce contacts.
Engage as a member of the executive staff, collaborating on team projects, serving as backup for other team members and delivering on the goals established for the group.
Supervise the intern in collaboration with Strategic Communications staff.
Serve on internal committees, as needed.
Perform other duties as assigned by the Chief of Staff.
Minimum Requirements and Preferred Qualifications:
Bachelor’s degree required.
Three years working on and managing projects required. Five years preferred.
Proficiency in Microsoft Office (Word, Excel, Powerpoint, Outlook) required.
Exceptional organizational skills and attention to detail required.
Discretion and sensitivity in handling internal and external confidential matters and materials essential.
Excellent oral and written communication skills required.
Strong work ethic, service-oriented approach and ability to meet deadlines with little direct supervision.
Ability to manage multiple projects simultaneously.
Adept at problem solving and providing solutions.
Proficient in planning, analyzing and coordinating activities for self and others.
Facility to travel at least twice per year required.
Flexibility in schedule and comfortable with working in a dynamic environment.
Ability to thrive in an environment with people from diverse cultural backgrounds and from a range of experiences.
This position requires extensive contact with individuals internal and external to the Association, including but not limited to:
NCAA President and all senior level executives.
Other national office staff members across all levels and departments.
Institutional administrators including chancellors and presidents, and athletics professionals.
The NCAA national office is the staff and the bricks-and-mortar office building in Indianapolis. The 500-plus employees at the national office provide advice and counsel to the governance and playing rules committees, interpret legislation, enforce NCAA bylaws, provide legal advice, run championships, administer education and youth programs and communicate with the NCAA membership and the public.