Executive Assistant to the Senior Director of Athletics

Executive Assistant to the Senior Director of Athletics

To provide administrative support, event and project management, and facilities coordination to the Senior Director of Athletics and the Athletic Department. The role of the Executive Assistant is fast-paced and varied, and represents the Senior Director of Athletics across campus. This position is integrated within the division of Student Development and involves working with various groups on projects that contribute to Biola's overall mission while fostering an atmosphere of success within Athletics.

Alignment with Theological Positions

The person who fills this position must be someone who personally agrees with Biola's Articles of Faith and Statement of Biblical Principles and who is supportive of the positions taken by Biola as contained in its Eschatology Teaching Position. As such, this person may not speak against or act in a manner inconsistent with these positions during the course of their employment at Biola.

Supervisor

This position reports to the Senior Director of Athletics.

Educational Requirements

Bachelor's degree required, Master's degree recommended.

Work Requirements

40 hours/week, 12 months per year. This position requires in-person attendance at Biola's campus in La Mirada, California, with consideration for a limited hybrid/flexible work arrangement.

Primary Responsibilities

1. Administrative Support to the Senior Director of Athletics
   • Assist with the coordination of meeting schedules, agendas, presentations, note-taking, and communications for the Athletic Department.
   • Act as liaison for the Senior Director of Athletics for both on and off-campus inquiries.
   • Book travel and manage expense reports for the Senior Director of Athletics.
   • Manage organization of Google Drive, edit and write memos and letters, and assist in the creation of digital meeting presentations for various internal and external groups.
   • Assist with special projects as requested.
2. Athletic Facilities Coordination
   • Manage and maintain reservations and calendaring for all Biola athletic facilities under the direction of the Senior Director of Athletics.
   • Collaborate with Campus Coordination, Conference Services, Biola student groups, and Event Services to approve or deny requests for both internal and external use of athletic facilities.
3. Contracts and Hiring
   • Assist with the hiring, rehiring, and onboarding process of all new coaches and staff.
   • For full-time employee searches, act as the hiring committee's coordinator by scheduling interviews, preparing itineraries, and securing approvals.
   • Assist in orientation of new coaches and staff related to institutional business operations in the areas of credit card coding and scanning, printer and fax, voicemail and messaging set-up, and other operations as designated by the Senior Director of Athletics.
   • Keep an inventory of all keys assigned within the department. Order, collect, and reassign keys as needed.
4. Athletic Department Support
   • General administrative support for coaches, staff, and student-athletes in various operational areas and reporting.
   • Oversight of the Athletics internship program, including coordination of applications, scheduling, and capstone projects.
   • Administrative support for coaches - manage athletic facilities schedules and reserve rooms for team meetings and events.
   • Answer phone and direct calls. Assist parents, faculty, staff, students, and visitors who come into the office with gracious hospitality.
   • Coordinate staff meetings and events, student-athlete orientation and meetings, book venues, and order refreshments as requested.
   • Compose, prepare, and sign routine correspondence.
   • Keep an inventory of all office supplies for the upstairs athletic office and reorder as needed.
   • Collaborate with Athletics staff and members of the Student-Athlete Advisory Committee (SAAC) to coordinate the Year-End Athletics Gala. Assist Hall of Fame inductees and other VIPs with travel and hotel arrangements. Provide support as needed under the leadership and direction of the Associate Athletic Director for Compliance & Communication.
5. Point person with Housing and Auxiliary Services on behalf of Athletics
   • Early arrivals - help coordinate move-in days and meal plans for fall teams
   • Make sure ID card access for winter teams remains functional over Christmas break
   • Late departures - help coordinate move-out days and meal plans for spring teams that need this due to postseason competition
6. Adidas Gear for Staff
   • Order gear for new staff members from the Adidas promo site and have it decorated at NSA
7. Other Tasks as Assigned

Character and Skills Qualifications

• Professional, composed, independent worker. Able to manage workflow, prioritize projects, and plan for deadlines with minimum supervision. Flexible, works well with multiple tasks at once. Task-oriented.
• Has the ability to be an extension of the Senior AD's insight and leadership. Understands and embraces the department's vision and mission.
• Commitment to Christian higher education and an effective communicator of the strengths of Biola.
• Able to respect and uphold issues of confidentiality with poise, especially related to compliance information, personnel, budget, and student issues.
• Excellent interpersonal skills. Ability to work well with a wide variety of individuals and function as a team member.
• Can communicate professionally with others in person, by email, or on the phone; specifically displaying excellent written and verbal communication, including strong editing skills.
• Demonstrates cultural competence and humility with staff, faculty, and students alike.
• High energy, inclusive, warm, and positive personality. Ability to exercise good judgment and discretion in job performance with a cheerful, courteous, and helpful attitude.
• Excellent computer skills - proficient in Google Suite. Ability to use an office copier and multi-line telephone.
• Can produce digital presentations that are professional, visually attractive, and representative of the department's excellence. Basic graphic design skills preferred, but not required.
• Appreciates and can provide levity.

Physical Demands and Work Environment:

The physical demands described here are representative of those that an employee must meet to successfully perform the essential functions of this job. The work in this position is performed within routine office conditions, usually without exposure to hazardous or unpleasant conditions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Drive an automobile, van, or truck on public roads and highways.
2. Repetitive use of a computer screen, mouse, and keyboard.
3. Carrying, lifting, loading, and unloading, and setting up for events.
4. Walk across campus - including stairs and slight hills - to tend to daily errands, meetings, event setup, and deliveries.