Executive Administrative Assistant-Athletic Department

Job DetailsJob Location: Lane College - Jackson, TN 38301Position Type: Full TimeEducation Level: 2 Year DegreeSalary Range: $25,000.00 - $40,000.00 Salary/yearTravel Percentage: NoneJob Shift: AnyJob Category: EducationExecutive 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

QualificationsRequired 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 an