Executive Assistant to the Athletic Director

The Regional Municipality of Durham; North Bethesda (MD); On-site; USD 50,000 - 70,000; Full time

Job summary

A leading organization is seeking an Executive Assistant to the Director of Athletics. The role is vital in managing departmental tasks, supporting communication across the school community, and facilitating the athletics program while ensuring high standards of professionalism and organization.

Qualifications

• 5+ years of administrative experience required.
• Ability to work independently and in a team environment.
• High professional and ethical standards for confidential information.

Responsibilities

• Manage the DOA calendar in Veracross and Finalsite.
• Coordinate the scheduling of practices and games for sports teams.
• Assist with budgeting and allocating spending for the athletics program.

Skills

Customer-service oriented

Flexibility

Initiative

Detail-oriented

Event management

Education

Bachelor’s degree from an accredited college or university

Tools

Microsoft Office

Google Workspace

Veracross

Job description

Executive Assistant to the Director of Athletics

Summary of Position Purpose

The Executive Assistant is responsible for providing a variety of tasks needed to manage the Department of Athletics (DOA), and to assist the Director of Athletics with performing his/her duties.

Duties & Responsibilities:

Work with all areas of the school community (students, staff, and faculty) to provide information and support school relations pertaining to the DOA office.

Manage the DOA calendar in Veracross and Finalsite.

Work with the Marketing & Communications team to manage the Athletics pages of the website.

Provide phone coverage for the DOA office.

Oversee the organization of the DOA office suite.

Create and edit correspondence and other documents for coaches, staff, students, and parents, etc.

Coordinate mailings and support for the DOA functions.

Provide guidance and direction for School’s sports program

Assist with preparing budgets and allocating spending on items such as coaches’ salaries, team travel, equipment purchases, and facility upkeep

Assist with planning team trips.

Assist with scheduling practice times and game times for sports teams

Work with DOA and the Marketing & Communications team to order properly branded gear for the sports teams.

Work with Associate Athletic Directors, the Office of Alumni Relations, and the Marketing & Communications team to help promote sports teams and alumni athlete stories via social media.

Work with the Marketing & Communications team and the GP Sports Camp director to help advertise and promote GP winter and summer sports camps.

Work with the Director of Human Resources with onboarding seasonal personnel for GP sports camps.

Coordinate the Directors of Athletics schedule.

Complete special projects as assigned.

Qualifications & Requirements:

Bachelor’s degree from an accredited college or university.

Five or more years of administrative experience is required.

Microsoft Office software and Google Workspace experience is required.

Familiarity with working in student databases (e.g. Veracross)

Flexibility and initiative, as well as the ability to work independently, combined with the skills for thriving in a team environment.

High professional and ethical standards for handling confidential information.

Customer-service oriented.

Ability to organize and complete multiple tasks simultaneously with close attention to detail and prioritization to meet deadlines.

Event management experience is a plus.