Coordinator of Executive Administration - Intercollegiate Athletics

Coordinator Of Executive Administration

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.

Duties and 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

Minimum Qualifications:

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 and be able to manage multiple priorities in a fast-paced environment.

Experience in collegiate athletics or higher education, knowledge of NCAA Division I operations and terminology, and experience supporting senior executives or cabinet-level leadership preferred.

Supplemental Information:

EEOC STATEMENT:
It is the policy of Alabama State University to provide 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. SUPPLEMENTAL INFORMATION:
Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of the job. Federal law requires identity and employment eligibility verification on Form I-9 within three (3) business days of employment. All positions require the passing of a background check and some the passing of a drug screen.

DISCLAIMER:
The statements herein are intended to describe the general nature and level of work being performed by the employee in this position. These statements are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of a person in this position.

Blue Cross Blue Shield of Alabama Group Health and Dental Met Life Group Life Insurance Guardian Life Insurance Group Long-Term Disability Insurance Employee Assistance Program Sick Leave Annual Leave Paid Holidays State Retirement Program Flexible Spending Account Tuition Assistance  to visit the Alabama State University website for full benefit descriptions.