Administrative Specialist (USTA NorCal)

Who We Are

The United States Tennis Association, Northern California Section (USTA NorCal), based in Alameda, California, is a not-for-profit volunteer-based organization promoting and growing the game of tennis across Northern California and Northwest Nevada since 1953.As one of 17 geographic sections of the governing body of tennis in the United States, USTA NorCal is deeply rooted in its commitment to building an active and engaged tennis community. USTA NorCal engages audiences across the whole community and brings tennis to a diverse set of players of all ages, backgrounds, and skill levels. From grassroots tennis in the parks, organized leagues, and tournaments to tennis scholarships, grants, and education resources, this team champions tennis throughout Northern California.

Why Work at the USTA?

We are a dynamic team of staff and volunteers focused on growing the sport of tennis and making it accessible to all. The USTA is committed to removing barriers and creating opportunities for ALL to participate.

The RoleCoordinate, oversee, and handle administrative and event planning projects that support the Executive Director (ED). Many projects and initiatives entail ongoing administrative duties and support of the ED who works closely with NorCal Board of Directors and Committees.  

• Prepare, format, and coordinate documents for board meetings and other meetings. Collect multiple documents; quality control e-files, naming conventions, numbering, etc.
• Write emails, memos, letters, staff communication, make phone calls, or complete other correspondence on behalf of ED as requested. Forward or distribute email or documents as requested.
• Proofread and edit documents, properly format, manage quality control, ensure that all aspects of written communication are thoroughly reviewed, accurate, and error free.
• Work with internal staff or committee members to acquire documents by due dates. Prepare and distribute regularly scheduled reports, including board packets.
• Research and assist in coordinating events such as the NorCal Annual Meeting, volunteer recognition, and other events as requested by ED.
• Shop, purchase, and distribute gifts and awards on behalf of the ED.
• Act as a point of contact for event vendors (hotels, caterers, on-site planners, etc).
• Consider ways to enhance the event quality and attendee experience.
• Coordinate vendor contracts and review documents for accuracy; forward to appropriate internal staff for their approvals and processing.
• Help prepare, organize, and break down meeting rooms or other venues as needed.
• Communicate and work closely with ED to assist in handling complex requests and inquiries from the Board of Directors and other stakeholders.
• Send and receive DocuSign documents on behalf of the ED; follow up.
• Google distribution list administrator will serve as the primary point person for the development, management, and maintenance of all committees, board, and staff Google distribution lists.
• Act as the point person for updating Board and committee contact information and coordinating communications as required for volunteer service with NorCal. Ensure accuracy of all lists.
• Act as a point person for overseeing accuracy of the event volunteer database and email Google distribution lists.
• Follow up with staff or others to acquire information needed by ED.
• Coordinate and distribute the annual US Open Ticket allotment; handle communication and expertly navigate ongoing and last-minute changes with ticket reservations.
• Coordinate aspects of ED calendar, schedule meetings, and events.
• Develop and maintain a filing system for all board and committee meetings documents.
• Submit and reconcile expense reports, compile research, or enter data into spreadsheets and/or databases.
• Work quickly and efficiently to meet multiple daily, weekly, and monthly deadlines.
• Complete special projects as required.
• Find and suggest administrative efficiencies to make the office of the ED run as smoothly as possible. 

 Travel Obligations● Must be available for occasional travel within the NorCal section, willing to work occasional weekends for events or meetings, and ready to accommodate extra hours as necessary to meet organizational needs.

Who You Are

● You reside in a Bay Area County with good proximity to our Alameda office.● High level of planning and administrative competence.● Excellent organizational and time management skills.● Experience and enjoyment for event planning and coordination● Excellent verbal and written communication skills.● Excellent proofreading and editing skills.● Ability to manage complex and competing priorities.● Experience handling