Job Overview
We are seeking a highly organized and proactive Executive Administrative Assistant to provide comprehensive support to our executive team. The ideal candidate will possess exceptional administrative skills, a keen attention to detail, and the ability to manage multiple tasks efficiently. This role requires strong communication abilities and a commitment to maintaining a professional environment.
Responsibilities
- Provide executive administrative support, including managing calendars, scheduling meetings, and coordinating travel arrangements.
- Assist in event planning and project coordination to ensure successful execution of company initiatives.
- Job Postings, schedule interviews, etc.
- Schedule weekly meeting
- Run reports such as athlete class withdrawal reports, athlete attendance reports, monthly payment reports.
- Review parent communication app to ensure coaches are posting updates and providing notices to coaches if no updates are provided to parents
- Provide follow up and updates in coaches group communication and watch for timely responses and tag their names in case of no response.
- Attend low performing safari locations within your county to ensure operations are being completed as necessary.
- Assist with leading weekly meetings and preparing devotions for staff for each meeting.
- Onboarding: Send / complete new hire process for new staff
- Set up Staff and send login information to new staff
- Send & ensure Non solicitation agreements for all staff, volunteers, PCA’s through docusign.
- Process Terminations
- Social Media Page: FACEBOOK
- Post pics on our social media pages from parent groups to keep content going.Reports
- send updated #’s of each person in the league for each sport.
- Attendance reports for athletes - Call or text athletes that miss / comp
- Staff Attendance Reports
- Run Reports on fundraiser leads for each location and for each sport / Make updates or add kids to each fundraiser
- Turnover Reports
- Withdrawal Emails for athletes
- Weekly lesson plans each week based on modeling Taylors Example
- 1 on 1 Evaluations
- Evaluations Dates,Company Events:
- Sponsored Safari Events
- Create FUN Ideas each month that we can propose to our team on the week that we don’t have anything planned as a team bonding event etc.
- Create budget list of things that might be needed for event or help create sign ups for parents to assist to bring items
- Assist with coaches of the month etc
Website:
- Update website with changes of dates, times, locations, etc.
Meeting Notes:
- Keep up with schedule of meeting & ensure meeting notes are put in a folder accordingly.
Portal
- Process all athlete payments
- Help ensure new registration are going through
- Keep up with location classes
New Registrations:
- Send out welcome information for new registrations
- Create welcome flyers
- Post welcome flyers on facebook group
- Create invoices
- Send information to new hires
ADHOC Groups
- Ensure every locations have PCA’s
- Schedule meetings
Qualifications
- Proven administrative experience with a focus on executive support is essential.
- Strong organizational skills with the ability to prioritize tasks effectively in a fast-paced environment.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace applications.
- Experience with calendar management using Microsoft Outlook Calendar is preferred.
- Familiarity with DocuSign for document management is a plus.
- Excellent typing skills with attention to detail for accurate data entry and filing.
- Strong interpersonal skills with the ability to communicate effectively both verbally and in writing.
- Previous experience as a personal assistant or in an office setting is advantageous. We invite qualified candidates who are eager to contribute their skills in a dynamic work environment to apply for this exciting opportunity as an Executive Administrative Assistant.
Job Type: Part-time
Pay: $10.00 - $15.00 per hour
Application Question(s):
- How many years of Admin Assistant Experience do you have?
- Why should we choose you as our Admin Assistant? Please explain your admin assistant experience and how have you been able to help your current or prior organization to stay organized with the completion of tasks, reminders, scheduling, communication, etc.
- This is a work from home job: Do you have a laptop and high speed internet?
- Do you have any attendance issues that we should know about?
- Most of our sports locations are Cheer & Dance. Do you have any Cheer & Dance experience? If so, please provide the experience you have.
- This will be the first time we hire a person in this position. Therefore, this position is opportunity to start with 10-15 hr per week (Starting pay is between $10-$15 per hr) which can grow into a full time position once the candidate selected proves that she/he can keep up with the tasks while showing that they really enjoy the position and want to ensure the company continue to grow as well. Does this work for you?
- Please provide 2-3 references (Name, Phone # Relationship)
- How's your attention to detail? Do you need a task to be explained 2-3 times or more before you understand the assignment or do you take notes while the tasks are being explained and ask follow up questions to ensure time is not being wasted on no documentation of what's being explained?
- How do you handle multiple tasks at once? Are you able to prioritize your own schedule by what's important or do you become frustrated with the process?
- How do you handle follow up from your manager(s)? Do you become frustrated when your manager follow up for tasks or assignments or do you keep willingness to help the company succeed spirit?
- How do you/will you handle staffing issues such as having to repeat tasks to staff members more than once /multiple times or how would you handle repeated situations of staff members not completing the assignment when asked? Would you document these situations and provide to your manager so they can take the documentation history to identify the proper time to to have to a conversation with the employee/find a replacement or would you become frustrated with the situation?
- Are you willing to start with the 10-15 hrs per week with our company and grow into a full time position possibly based on your performance or does this situation not work for you?
- Do you feel like you have the personality and versatile experience dealing with a variety of personalities to handle the admin assistant tasks of Safari Sports? If so, please provide how you feel like you can make an impact within our organization.
Work Location: Hybrid remote in McKinney, TX 75071
