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Executive Assistant, Basketball Operations

4 months ago

Charlotte, United States Charlotte Hornets Full time

Position Overview

The Executive Assistant, Basketball Operations will provide executive administrative support to the Head Coach of the Charlotte Hornets and manage and coordinate special projects, department logistics and all other tasks assigned. Acting on behalf of the Head Coach, you will maintain confidential documents, files and calendars as well as provide administrative support as needed to the Assistant Coaches.

You will work independently on assignments and collaborate with all levels of the company. You will present yourself in a professional manner when interacting with internal and external contacts as a representative of HSE. You will exercise good judgment in a diversity of situations with outstanding customer service skills. Strong written and verbal communication, administrative, and organizational skills and the ability to maintain a realistic balance among multiple priorities is necessary for success in this role.

Core Values

The Charlotte Hornets organization embodies the following core values:

* Integrity
* Teamwork
* Competitiveness
* Candor
* Accountability
* Resilience

Essential Duties and Responsibilities

Administrative Support

* Provide day-to-day administrative support to the Head Coach as it relates to calendar, files, mail and correspondence;
* Handle incoming/outgoing phone calls in a professional manner with diplomacy and tact;
* Provide administrative assistance to Head Coach and Assistant Coaches as needed.
* Distribute daily in-take of mail
* Assist with return letters to fans, coaches and sponsors

Office Organizer

* Organize daily schedule communication including media appearances, practice, required appearances, family events and player and staff birthdays
* Coordinate setup and deliver materials, food and/or other supplies necessary for meetings;
* Ensure Head Coach and coaching staff is updated on upcoming events at the Spectrum Center
* Ensure coaches offices, players' lounge, preparation areas clean and organized each day

Communication Driver

* Assist and support the Head Coach and Assistant Coaches by ensuring effective communication and necessary information as needed;
* Inform HSE Arena Operations of all visitors;
* Cultivate relationships with the League office, counterparts in the NBA and other sports leagues;
* Oversee and manage office Slack account.

Family Point Person

* Serve as the primary department spokesperson with the Team Families;
* Work with Guest Experiences and Human Resources to supervise and manage Family Room on Game Days;
* Provide excellent customer service, coordination and accommodations for the Families on Game Days;
* Troubleshoot and solve Game Day issues and special needs which may relate to Family tickets, Family Room catering and childcare workers.

Budget

* Receive and process all department invoices and purchase orders;
* Keep track and organize Head coach's expense and aid assistant coaches with their monthly expense reports;

Travel

* Assist with travel arrangements for head coach, assistant coaches and other basketball operations travel party as needed;
* Assist in coordinating travel arrangements, transportation, accommodations and communication with agents for Draft Workouts, summer league camp and other various events;

Tickets & Credentials

* Assist with organizing tickets and passes for home and road games;
* Coordinate all agent and Coaches Guest credentials;

Game Day & Practice Preparation

* Assist Head Coach with Game Day organization such as shoot around, media before and after games;
* Organize game day packets and any other required copying;
* Manage and organize weekly player development reports and six week reports as well as distribute to management;
* Data entry such as entering advanced metrics into FastScout, play calls into excel and assisting with entering daily and game day charting;

Brand Ambassador

* Explore opportunities to grow department partnerships and foster strategic relationships within and around Charlotte market;

Culture & Character Fit

* Flexibility to be accessible and responsive to all HSE staff;
* Show an eagerness and work ethic that exceeds expectations

Required, Skills, Experience, and Abilities

To perform the job successfully, you should demonstrate the following competencies:

* Three years of related experience working in an executive assistant role
* Advanced Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint)
* Strong organizational and communication skills to handle sensitive situations, and confidential information
* Exceptional time management skills; proven track record to meet deadlines
* Ability to function well in a high-paced environment; performs additional duties as assigned by executives
* Business sense - strong business sense and can decipher priorities and make sound judgment calls when needed
* Presents self in professional manner and have ability to interact with all levels of organization and outside contacts
* Dedication to excellence - perform duties at the highest level possible on a consistent basis
* Demonstrated ability and temperament to work with sensitive information
* Great teammate - have team-oriented experience and approach
* Service focus - dedicated to meeting the expectations of the senior executives by maintaining effective relationships with interested parties
* Ability to think outside of the box with a sense of urgency
* Adaptability - adapts to change in the work environment, manages competing demands and is able to handle frequent changes
* Flexibility to work irregular and long work hours including nights and weekends to attend events, Hornets home games, and Spectrum Center events
* Occasional travel is required

Additional Information

This is a full-time benefit eligible position. HSE is dedicated to creating and upholding a welcoming environment that celebrates diversity.

HSE provides valuable benefits and competitive time off policies to help you and your family lead healthy, balanced lives.

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status. All requests for medical or religious accommodations to perform the stated job duties will be considered.