Executive Administrative Assistant for IPTAY

EXPIRED

About the IPTAY Organization:

IPTAY (originally – I Pay Ten A Year), which was founded in 1934, is now one of the of the most successful college athletics fundraising organizations in the country, supporting both Clemson Athletics and the greater university community. IPTAY supports student-athletes and non-athletes alike and provides substantial funding for programs and facilities that help Clemson Athletics build championship-level programs. As part of IPTAY, you are a valued member of the organization, helping student-athletes be top competitors both on the field and in the classroom.

IPTAY is supported through the annual fund, major gifts, and planned giving. Each is vital to the success of IPTAY in its support of Clemson Athletics and the Clemson University enterprise.

IPTAY Mission Statement:

About the IPTAY Organization:

IPTAY (originally – I Pay Ten A Year), which was founded in 1934, is now one of the of the most successful college athletics fundraising organizations in the country, supporting both Clemson Athletics and the greater university community. IPTAY supports student-athletes and non-athletes alike and provides substantial funding for programs and facilities that help Clemson Athletics build championship-level programs. As part of IPTAY, you are a valued member of the organization, helping student-athletes be top competitors both on the field and in the classroom.

IPTAY is supported through the annual fund, major gifts, and planned giving. Each is vital to the success of IPTAY in its support of Clemson Athletics and the Clemson University enterprise.

IPTAY Mission Statement:

IPTAY provides financial resources to support the academic, athletic, and personal development of Clemson University student-athletes and the competitive success of Clemson Athletics.

JOB SUMMARY

The Executive Administrative Assistant will be a valued member of the IPTAY organization and will report to the IPTAY CEO. This position covers a critical need for the organization, inclusive of administrative and internal operations support to the CEO, COO, executive leadership team, IPTAY Board of Directors, and special projects as assigned. This position will interact with internal staff, the IPTAY Board, athletics staff, university leadership, and organizational constituents on a regular basis and may oversee full-time staff, contractors, student employees, and/or graduate assistants.

JOB DUTIES

Executive Administrative Support 

• Oversight of all administrative functions for the CEO and COO, including day-to-day details, scheduling, travel, meeting preparation, CRM maintenance, events, and general office management.
• Produce and disseminate CEO reports, presentations, and materials.
• Coordinate CEO-designated assignments, including board suite operations.
• Spearhead internal coordination for meetings and/or materials requested by the CEO and/or COO.
• Coordinate and collaborate with University Advancement, President’s Office, and other university partners related to events and initiatives, including but not limited to CEO remarks.
• Develop and carry out an efficient documentation and filing system (digital preferred).
• Provide reporting to senior leaders, board members, and other constituents as applicable.
• Prepare, monitor, and analyze assigned budgets.

IPTAY Board Operations & Governance 

• Assist the COO with IPTAY Board of Directors operations and support.
• Coordinate quarterly IPTAY Board meetings, committee calls and meetings, and all special sessions requested by the executive leadership team and/or the IPTAY Board.
• Maintain oversight of the board management system.
• In collaboration with the COO and other interested parties, update and manage IPTAY Board governing documents, including but not limited to bylaws, committee charters, articles of incorporation, and approved board policies.
• Directs business management activities for the IPTAY Board, as directed.
• Assist the Nominations Committee with the board application process.
• Prepare agendas, materials, and record and disseminate decisions made by the IPTAY Board concerning policy governance issues.
• Serves as a minutes official for meetings of the IPTAY Board.
• Coordinate all request for information from the IPTAY Board and executive leadership team. Compose correspondence for the CEO and the Board President.
• Manage the calendar and range of complex and confidential communications for IPTAY Board.
• Consults with the CEO, COO, and executive leadership team to the IPTAY Board on matters of administrative urgency.
• Responsible for assisting the executive leadership team to the IPTAY Board with developing, communicating, executing and sustaining strategic initiatives.

Internal Operations 

• Oversight of the IPTAY Courtesy Car program.
• Assist with organizational policy creation and governance.
• Assists with facilitating IPTAY meetings and organizing meeting logistics.
• Create and distribute the weekly staff meeting agenda, materials, and minutes.
• Communicates to administration and other stakeholders scheduling information and changes.
• Assists in the needs analysis and preparation of required documentation.

Special Projects 

• Special projects as assigned by the executive leadership team.
• Plan, implement, and coordinate special projects and prepare detailed reports.
• Participate in strategic planning efforts for the organization.

Administrative 

• Manage use of resources including funding, personnel, facilities, and time.
• Attend weekly staff meetings and assigned working group meetings.
• Assist with administrative functions within the IPTAY office.
• Adhere to all department-wide management controls.
• Serve on athletics, university and advisory committees as assigned.
• Participate in professional development opportunities and mandatory training programs.
• Ensure all operations follow Clemson University, IPTAY, NCAA and conference regulations.

Other 

• Perform other duties as assigned.

QUALIFICATIONS

Minimum Education: The minimum education required to perform the primary role of this position.

• Bachelors Degree Required, Masters Degree Preferred.

Minimum Experience: The minimum years of applicable and relevant work experience that would be necessary to effectively perform the position.

• 5-7 years of relevant experience in a business-related field, specifically an executive setting.
• Operations management and the ability to work effectively with internal and external constituents.
• Experience presenting to and/or interacting with governing boards.
• Demonstrated experience in board governance procedures (or similar).
• Ability to interpret, analyze, advise on, and implement policies, procedures, and regulations.

Equipment Utilized: Equipment with which the incumbent must be familiar or will be required to operate or use.

• Microsoft Office, Microsoft Teams, Zoom, Ticketmaster, Blackbaud.

QUALITIES/CHARACTERISTICS

Technical Experience:

• Applicable technical experience and past performance in areas outlined in this job description.
• Experience in executive administration support and board operations and governance.
• Job versatility.

Good Judgement:

• Demonstrate good judgment and the ability to respond quickly and deal successfully under pressure and in a very open and public environment.

Manages Self:

• Strong work ethic and a self-starter with an ability to analyze situations and address with a solutions-based approach.
• Works with minimal supervision and manages own time effectively.

Teamwork:

• Works effectively and cooperatively with others to achieve organizational goals.
• Ability to initiate, build, and maintain relationships.
• Willingness to learn and contribute.

Communication:

• Effectively shares/disseminates information; listens to others and incorporates/integrates information. Uses oral, written and interpersonal communication skills to achieve role objectives.

Customer Service Focus:

• Effectively and efficiently meets the needs of IPTAY donors; delivers high quality service and makes customer service a priority by seeking ways to improve service through innovation.

ADDITIONAL INFORMATION

Physical Requirements:

• Ability to remain at work station for long periods of time.
• Move, transport, raise or lower items of 10lbs. or less.

Work Schedule

• Standard Hours: 40 per week
• Includes (as applicable): Event Days

Office Location:

McCarter Family IPTAY Center

1 Avenue of Champions

Clemson, SC 29634

IPTAY is an Equal Employment Opportunity employer. We make every effort to provide fair and equal treatment on the basis of merit in all our employment decisions, including but not limited to decisions concerning hiring, retention, promotions, working conditions, compensation, benefits, training, and all other privileges, terms, and conditions of employment. We pledge to treat all employees fairly without regard to race, color, religion, sex, sexual orientation, gender identity and/or expression, pregnancy, national origin, age, disability, genetics, military or veteran status, or any other characteristic protected by applicable law. Any applicant with a disability may contact IPTAY at 864-656-0314 or IPTAYHR@clemson.edu to request an accommodation related to the application process.