Coordinator of Executive Administration - Intercollegiate Athletics

Alabama State University • Montgomery, AL

3d

About The Position

Alabama State University Intercollegiate Athletics invites applications for the Coordinator of Executive Administration position. The Coordinator of Executive Administration provides high-level organizational, administrative, and logistical support to executive leadership. Key responsibilities include managing complex calendars, coordinating travel, organizing meetings, handling confidential communications, and managing special projects. They serve as a vital link between executives, staff, and external partners to ensure smooth operational efficiency. This role is distinct from an Executive Assistant in that it frequently involves broader, cross-departmental coordination rather than solely focusing on one executive.

Requirements

• Master's degree in Business Administration, Sport Management, or related field (or equivalent experience)
• 3–5 years of executive-level administrative support experience
• Demonstrated proficiency in Microsoft Office and administrative systems
• Strong organizational, communication, and time-management skills
• Must be able to handle sensitive information with discretion and use professional judgment and discretion
• Attention to detail and accuracy
• Display high-level customer service and stakeholder management
• Able to manage multiple priorities in a fast-paced environment

Nice To Haves

• Experience in collegiate athletics or higher education
• Knowledge of NCAA Division I operations and terminology
• Experience supporting senior executives or cabinet-level leadership

Responsibilities

• Maintain and manage complex executive calendars, including prioritizing competing requests and resolving scheduling conflicts
• Prepare daily briefing materials, background documents, and executive summaries in advance of scheduled meetings
• Monitor follow-up actions resulting from meetings and ensure timely completion of executive directives
• Prepare detailed travel packets including agendas, contact lists, and meeting objectives
• Process travel authorizations, expense reports, and reimbursements in compliance with institutional policies
• Draft, edit, and format executive correspondence, memoranda, reports, and presentations
• Maintain confidential files, contracts, records, and electronic databases in accordance with record retention policies
• Develop and maintain tracking systems for executive initiatives, departmental goals, and strategic deadlines
• Assist in monitoring assigned departmental budgets, reconciling expenses, and processing procurement documentation
• Serve as the primary point of contact for the executive office, screening phone calls, emails, and visitors
• Exercise independent judgment in determining matters requiring executive attention versus delegation
• Develop meeting agendas in collaboration with leadership and distribute supporting documentation in advance
• Record and distribute meeting minutes, action items, and follow-up assignments
• Oversee room reservations, catering, technology setup, and presentation materials
• Handle confidential and sensitive projects requiring discretion and independent judgment
• Identify operational inefficiencies and recommend process improvements to enhance executive office effectiveness
• Perform other duties as assigned

Benefits

• Equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information or any other protected characteristic under applicable law.
• Reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of the job.
• Identity and employment eligibility verification on Form I-9 within three (3) business days of employment.
• Passing of a background check.
• Passing of a drug screen (for some positions).

What This Job Offers

• Job Type: Full-time
• Career Level: Executive