Executive Assistant to the Athletic Director

California State University, Sacramento•Sacramento, CA

3d•$5,274 - $7,684

About The Position

Under the general supervision of the Athletics Director (AD), the Executive Assistant provides executive-level administrative support to the AD and helps coordinate the day-to-day priorities of the AD’s office. The position manages the AD’s calendar, meetings, travel, correspondence, briefing materials, follow-up activities, and other confidential or sensitive matters, while serving as a key liaison with campus and community stakeholders. The incumbent also coordinates community relations requests and engagement opportunities on behalf of the AD and Athletics. The Executive Assistant also provides administrative coordination for Athletics personnel, recruitment, appointment, timekeeping, and payroll processes with Assistant Athletic Director for Personnel and Administrative Services oversight. Responsibilities include coordinating staff recruitments and renewals; processing and tracking personnel actions for staff, casual workers, emergency hires, special consultants, and student assistants; administering departmental timekeeping and payroll activities; maintaining confidential personnel records; and coordinating with appropriate campus offices to ensure personnel actions are completed accurately and timely.

Requirements

Equivalent to a bachelor's degree in a related field and two years of relevant experience.
Additional experience which demonstrates acquired and successfully applied knowledge and abilities shown above may be substituted for the required education on a year-for-year basis.
An advanced degree in a related field may be substituted for the required experience on a year-for-year basis.
Experience providing advanced administrative support to an executive or senior administrator, including coordinating complex calendars, meetings, travel, correspondence, briefing materials, confidential matters, and follow-up activities.
Experience coordinating multiple projects, priorities, and activities involving internal and external stakeholders in a complex organizational environment.
Experience coordinating administrative personnel processes such as recruitment, appointments, renewals, payroll, timekeeping, and related employment transactions.
Working knowledge of executive-level administrative practices and demonstrated ability to independently organize, prioritize, and coordinate activities necessary for the effective operation of an executive office.
Strong organizational and project coordination skills, including the ability to manage competing priorities, anticipate administrative needs, monitor timelines, and facilitate timely follow-through.
Ability to exercise sound judgment and discretion in evaluating and prioritizing requests and information; gathering, evaluating, and summarizing relevant information; and determining matters requiring executive attention, action, or referral.
Advanced written, verbal, and interpersonal communication skills, including the ability to prepare executive-level correspondence, reports, presentations, and briefing materials and effectively interact with senior leadership and internal and external stakeholders.
Working knowledge of personnel and payroll administrative processes and the ability to coordinate transactions, review documentation for completeness and procedural compliance, monitor deadlines, resolve routine processing issues, and appropriately refer matters requiring specialized Human Resources expertise.
Ability to establish and maintain effective working relationships and coordinate activities with University leadership, Athletics personnel, campus offices, community organizations, and external partners.
Ability to maintain strict confidentiality, exercise discretion with sensitive executive and personnel matters, and work independently in a fast-paced environment with changing priorities and deadlines.
Commitment to maintaining a welcoming and inclusive work environment with diverse colleagues and constituents including faculty, students, staff, and members of the community.
Ability to work occasional evenings, weekends, and holidays and respond to time-sensitive matters outside of regular business hours when necessary to support Athletics operations and executive activities.
Satisfactory completion of the background check process.

Nice To Haves

Experience working in intercollegiate athletics.
Experience providing executive administrative support in a higher education environment.
Experience coordinating personnel and payroll transactions in a higher education or similarly complex organization.
Familiarity with higher education personnel systems and processes.
Foundational knowledge of NCAA rules and regulations.

Responsibilities

Manages the AD’s calendar, meetings, travel, correspondence, briefing materials, follow-up activities, and other confidential or sensitive matters.
Serves as a key liaison with campus and community stakeholders.
Coordinates community relations requests and engagement opportunities on behalf of the AD and Athletics.
Provides administrative coordination for Athletics personnel, recruitment, appointment, timekeeping, and payroll processes.
Coordinates staff recruitments and renewals.
Processes and tracks personnel actions for staff, casual workers, emergency hires, special consultants, and student assistants.
Administers departmental timekeeping and payroll activities.
Maintains confidential personnel records.
Coordinates with appropriate campus offices to ensure personnel actions are completed accurately and timely.