Executive Administrative Assistant-Athletic Department

Executive Administrative Assistant – Athletic Department

Department: Athletics
Reports To: Athletics Director
FLSA Classification: Non-Exempt
Employment Status: Full-Time
Work Location: On-Site (Jackson, TN)

Position Summary

The Executive Administrative Assistant for the Athletic Department provides high-level administrative and operational support to the Director of Athletics and the Athletics leadership team. This position plays a critical role in ensuring the efficient day-to-day operations of the department by managing communications, coordinating schedules, maintaining records, and supporting compliance with NCAA Division II and SIAC conference regulations.

This role requires a highly organized, detail-oriented professional who can manage multiple priorities in a fast-paced collegiate athletic environment while maintaining confidentiality and professionalism.

Essential Duties and Responsibilities

Executive & Administrative Support

• Provide direct administrative support to the Director of Athletics, including calendar management, meeting coordination, and travel arrangements
• Prepare, proofread, and distribute correspondence, reports, presentations, and official documents
• Serve as the primary point of contact for internal and external communications for the Athletics Office
• Maintain confidentiality of sensitive information and institutional records

Operations & Coordination

• Coordinate departmental meetings, events, and special projects, including logistics and materials preparation
• Assist with game day administrative operations as needed
• Manage office operations, including supplies, filing systems, and record retention
• Track and monitor departmental deadlines, ensuring timely completion of tasks

Compliance & Documentation

• Assist with maintaining accurate records related to NCAA Division II and SIAC compliance requirements
• Support documentation for audits, reports, and accreditation-related processes
• Maintain student-athlete files and eligibility documentation in coordination with compliance staff

Financial & Budget Support

• Assist with budget tracking, purchase requisitions, and expense reporting in coordination with Business Office procedures
• Prepare and submit travel documentation, reimbursements, and vendor payments
• Maintain accurate financial records and documentation

Human Resources & Personnel Support

• Support onboarding processes for athletic staff, including coordination with Human Resources
• Assist with timekeeping, payroll documentation, and personnel records in alignment with institutional procedures
• Maintain updated organizational charts and departmental contact lists

Communication & Stakeholder Engagement

• Provide professional customer service to students, parents, faculty, staff, alumni, and external partners
• Coordinate communications related to athletic events, meetings, and departmental updates
• Assist with special initiatives and programs aligned with the College’s Next Level of Excellence strategic priorities

Required Qualifications

• Associate’s degree required; Bachelor’s degree preferred in Business Administration, Sports Management, or related field
• Minimum of 3–5 years of administrative support experience, preferably in higher education or athletics
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Strong organizational, time management, and multitasking skills
• Excellent written and verbal communication skills
• Ability to handle confidential information with discretion and professionalism

Preferred Qualifications

• Experience working in a collegiate athletic department (NCAA preferred)
• Familiarity with compliance regulations in NCAA Division II athletics
• Experience with administrative systems such as Paycom or similar HRIS platforms
• Event coordination or project management experience

Knowledge, Skills, and Abilities

• Ability to prioritize tasks and meet deadlines in a fast-paced environment
• Strong attention to detail and problem-solving skills
• Ability to work independently and collaboratively
• High level of professionalism and customer service orientation
• Ability to adapt to changing priorities and institutional needs

Physical Requirements

• Prolonged periods of sitting and working at a computer
• Occasional standing, walking, and lifting of office materials (up to 25 lbs)
• Ability to support evening and weekend athletic events as needed

Work Environment

This position operates in a professional office environment within the Athletic Department and may require occasional support at athletic facilities and events.

Institutional Statement

Lane College, a private historically Black college located in Jackson, Tennessee, is committed to providing a student-centered learning environment grounded in academic excellence, social responsibility, and leadership development. The College seeks individuals who are dedicated to advancing its mission and contributing to the success of its students.

Salary : $25,000 - $40,000