Assistant Executive Director, Events and Administration

Princeton University•Princeton, NJ

6d•Onsite

About The Position

The Assistant Executive Director, Events and Administration will work closely with the Executive Director on various projects and will have independent responsibility for event and committee meeting planning and travel arrangements. The Assistant Executive Director will also manage Ivy League championship events, including preparations and on-site event support, as well as issues related to sports administration.

Requirements

Bachelor's degree.
Interest in and experience working in intercollegiate athletics.
Ability to manage multiple responsibilities in a fast-paced environment.
Strong interpersonal and organizational skills.
Ability to work independently with minimal guidance and supervision.
Strong attention to detail and accuracy.
Desire to work in a collaborative team environment.
Proficiency with Microsoft Office and Adobe Acrobat applications, including Word, Excel, and PowerPoint.

Responsibilities

Coordinate and schedule arrangements for regular and special on-site and off-site, in-person and virtual meetings of Ivy League committees, including Presidents, Policy Committee, Athletic Directors, coaches, and others as needed.
Maintain regular contact with support staff across member institutions regarding meeting arrangements, calendars, and special requests.
Research meeting and event locations, secure bids, and recommend options based on cost, location, and facility suitability.
Negotiate contracts with hotels and other vendors.
Prepare for and serve as the on-site manager of the annual multi-day League meeting event for more than 60 attendees, including meeting space, lodging, meals, and special activities.
Serve as the primary contact with hotels and ensure budget objectives are met.
Track expenses and manage costs for meetings, events, and associated travel.
Prepare budget projections and participate in budget preparation meetings.
Manage hotel and travel arrangements for Ivy League championships and other League events.
Coordinate and track travel, lodging, and related arrangements for the Executive Director.
Support the successful management, coordination, and execution of Ivy League championships.
Serve as the administrator for assigned championships and help create a positive experience for student-athletes, coaches, and spectators.
Assist with the overall management and planning of League championships.
Communicate and coordinate regularly with host institutions and neutral sites regarding logistics, including championship manuals, facility arrangements, budgets, officials, entries and forms, signage and branding, awards, merchandise, and hospitality.
Reconcile championship budgets and manage associated fiscal matters.
Coordinate designated coaches' annual business meetings.
Prepare reports and recommendations for appropriate League committees.
Facilitate discussions related to campus, League, and NCAA issues.
Manage office operations, including the upkeep and appearance of common areas, maintenance of office equipment, and procurement of supplies.
Serve as the primary liaison with Princeton offices for support services, including telecommunications, information technology, and human resources.
Maintain the office calendar, proactively anticipating scheduling needs and identifying conflicts.
Coordinate scheduling, logistics, and agendas for staff meetings and office events.
Manage the preparation and distribution of League meeting materials, reports, and presentations while ensuring deadlines are met.
Maintain and update the Ivy League contact database and directory throughout the year, including a comprehensive annual update.
Actively participate in office planning sessions and meetings.
Supervise student workers and other part-time staff as needed, including coordinating schedules and assignments.
Manage a variety of administrative tasks, including scheduling Zoom meetings, filing, record-keeping, and proactively anticipating staff needs.
Attend selected Ivy League staff and committee meetings and record minutes.
Coordinate the maintenance of meeting records and organizational decisions.
Partner closely with the Executive Director to manage, track, and organize meetings, commitments, and administrative priorities.
Serve as the primary point of contact and follow-up resource for the Executive Director with the eight Ivy League institutions, NCAA staff, and Division I conference commissioners.
Develop and maintain strong working relationships with staff in the offices of Ivy League Presidents, Vice Presidents, Deans, Athletics Directors, and other key stakeholders.
Answer the main phone line, greet visitors, sign for deliveries, distribute mail, and support shipping needs.
Prepare and distribute general correspondence.
Manage memberships, subscriptions, and conference registrations for League staff.
Conduct special projects and research as assigned.