Assistant Director of Executive Affairs, Logistics & Strategy

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As a member of the NCAA President's Office staff, the assistant director of executive affairs works in a team environment where the focus is on a high level of service and expectations for quality. Expert level written and verbal communication skills, strong strategic decision-making ability and attention to detail are critical. The assistant director of executive affairs independently and strategically manages intake requests, scheduling and logistics outreach, and reports of time spent for all activities and engagements of the NCAA president. This position reports to the director of executive affairs, manages a variety of group-wide engagements, and partners with multiple department executives to organize, plan and execute on activities of the Office of the President. Job Responsibilities

• Serve as a subject matter expert for all matters related to the president's schedule and engagements and prioritize presidential commitments based on key priorities of the Association's strategy set by the president and Board of Governors. Includes building and managing president's day-to-day schedule, serving as a lead for all planning meetings, building various engagement strategies and coordinating with senior management team members on various engagement opportunities.
• Manage and coordinate all commercial and charter air travel, transportation and lodging for the president. At select times this will also include the president's spouse and/or a member of the president's family.
• Serve as the lead project planner for large events and engagements related to the president. Includes initial planning around format, logistical movements, structure, security, event timing, attendees, and other details. Collaborate with the director of executive affairs as needed for guidance and to ensure proper staff are looped in on the planning process.
• Refine, implement, and manage guidelines and procedures for scheduling and execute various types of events and engagements for the President.
• Refine, manage, and implement procedure for onsite presidential staffing. Includes serving as the point person for all staffing assignments and presenting recommendations to the director of executive affairs for approval.
• Serve as a direct line to the president to escalate schedule-and correspondence-related issues as needed.
• Serve as the lead for internal Salesforce Member Relationship Management System (MRM). Includes schedule tracking, management of data input and collaboration with the director of executive affairs on overall system strategy and process development. Using data, collaborate with the director of executive affairs and senior vice president of external engagement to analyze and build scheduling strategies that will hit the benchmarks sets by the president and Board of Governors.
• Serve as backup onsite staffer (director is primary) for major events including championships, campus visits, and various other events. In addition, serve as back-up to the director on meeting attendance and other engagements.
• Serve as a member of key internal project teams (e.g., men's and women's Final Four and convention). Includes, managing and coordinating President's schedule, movements and other needs.
• Collaborate with the associate director of executive affairs on the delegation of work to post-graduate intern, which includes (but not limited to) relevant administrative tasks, MRM data entry, and executive summary development.
• Manage the president's invoices, expenses and processes for Coordinate expense reimbursement and tax audits with finance department.
• Collaborate with assistant director responsible for daily briefings to ensure the daily briefings include all materials gathered internally and externally for each day's engagements.
• Lead organization and growth of internal president's cabinet support team. Includes administrative support staff for all 24 vice presidents and above.
• Assist the director of executive affairs with tracking and executing on relevant follow-ups from meetings and engagements.
• Build and maintain effective and collaborative working relationships with support staff across the national office and externally (e.g., local community and NCAA membership).
• Maintain up-to-date knowledge of priorities, operations, and current issues for the Office of the President.
• Other duties as assigned by the director of executive affairs, senior vice president of external affairs and the president.

Job Requirements

• Education Required: Bachelor's degree preferred.
• Estimated Travel Required < 20%.
• Two to four years related experience supporting a senior-level executive preferred.
• This position can be based out of the NCAA national office in Indianapolis, Indiana or out of the Boston, Massachusetts NCAA office. Current work environment is hybrid; 3 days in the office and 2 days are remote.
• Ability to be highly organized with great attention to detail and prioritize multiple concurrent projects and tasks.
• Thrive in a fast-paced, high-intensity work environment dedicated to providing outstanding service.
• Self-starter with a high level of proficiency and willingness to meet deadlines and work independently.
• Demonstrated ability to effectively handle administrative matters, including calendar management, meeting and event planning and project management.

Key Competencies

• EFFECTIVE COMMUNICATION | Can exchange ideas, thoughts, opinions, knowledge, and data so that the message is understood with clarity and purpose.
• STRATEGIC PARTNERING | Develops networks and builds alliances; collaborates across boundaries to build strategic relationships and achieve common goals.
• ATTENTION TO DETAIL | Allocates cognitive resources to achieve thoroughness and accuracy when accomplishing tasks, no matter how small or large.
• RESOURCEFULNESS | The ability to creatively cope with difficult situations, or unusual problems. It is about problem-solving and getting things done in the face of obstacles and constraints.
• PROJECT MANAGEMENT | The discipline of planning, organizing, and managing resources to bring about the successful completion of a specific project

Core Values

• LEADERSHIP| We actively listen and continually strive to provide vital solutions, counsel and advocacy for student-athletes and intercollegiate athletics.
• INCLUSION| We seek and incorporate different perspectives and experiences to drive innovation and impact.
• COMMUNICATION| We commit to an environment of openness to build trust and make timely decisions.
• COLLABORATION| We work together, based on mutual respect, to lead and serve our stakeholders.
• ACCOUNTABILITY| We take ownership for our actions and results to add value every day.

Experience
Required

• 2 - 4 years: Related experience supporting a senior-level executive preferred.

Education
Required

• High School or better

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