U.S. Equestrian Federation

U.S. Equestrian Federation Careers

Licensed Official Programs Assistant - US Equestrian (Lexington · KY)

US Equestrian jobs
Sports Jobs in Lexington · KY
Administration/General Management: Administrative/Executive Assistant
**Please attach a resume in either Word document or PDF format. Preference will be given to applicants who provide an updated resume.**

This position supports the Federation’s mission and vision by demonstrating a commitment to exemplary member service, as well as a collaborative spirit, equality, fairness, respect, and accountability.
Under direction of the Director of Licensed Officials, this position supports the Licensed Official Department with licensing and education programs related to officials. This includes preparation for FEI and national official clinics; administering education programs; assisting with communications to Recognized Affiliates, USEF departments, and USEF committees; ensuring effective communication among licensed officials; and assisting the Director with accounting and other related activities. 
Duties and Responsibilities:
  • Answer telephone calls, respond to inquiries, provide information (including rules), takes messages, and refers calls when appropriate. 
  • Secures flights, rental cars, and hotels for Federation staff and clinicians in connection with the Events and Travel Manager
  • Provides general clerical, logistical, and secretarial assistance in the form of:  mailing packages, calendar management, meeting notices and minutes, updating licensed official webpages and newsletters, tracking submission deadlines, and maintaining records of Contracts.
  • Helps to ensure licensed official information on the website is clear, accurate, and current.
  • Assists with the management of annual rule change proposals and processing of Presidential Modification requests.
  • Assists with tasks relating to licensed official education programs such as: 
    • Clinic budget creation
    • Clinic attendance records
    • Uploading content to and maintaining the Learning Management System
    • FEI course attendee applications
    • FEI course host applications
    • Creating supporting documents for clinics such as agendas, informational packets, and presentations
    • Examination creation and maintenance 
  • Assists with tasks related to licensed official licensing such as: 
    • Meeting organization and materials preparation 
    • Processing confidential member evaluations 
    • Monitoring the department’s general email inbox 
    • Assisting the Director with special projects 
    • Updating licensing related documents and information guides for officials
  • Processes travel expense reimbursements and credit card statements. Assists with aspects of tracking expenses, invoices, check requests and credit card reports.
  • Assists with the management and distribution of licensed official pins and FEI vet stamps.
  • Other duties as assigned.

Goals and Objectives:
  • Incoming information is promptly addressed, correctly communicated, and directed to the appropriate person.
  • Completed letters, emails, faxes, etc. are accurate, effective, and distributed to the correct contacts in a timely fashion. 
  • Deadline are met as required and projects are effectively managed. 
  • Customer service is effective and positive in order to support officials, Recognized Affiliates, USEF Committees, and support the Federation’s mission. 

Required, Knowledge, Skills & Abilities:
  • Must be proficient in the use of standard office equipment, MS Office applications, and Google products (Drive, Docs, Forms, and Slides). Must have excellent attention to detail and an excellent sense of planning and organization.  
  • Must have the ability to collaborate and communicate effectively amongst both internal and external groups
  • Maintain a high level of performance in stressful and changing environments.  
  • Exceptional customer service skills, including tact and diplomacy to handle sensitive and confidential situations.  
  • A working knowledge of equestrian sport is preferred.
Education and Experience:
  • High School diploma or equivalent strongly preferred.
  • Some college preferred.
  • One year of office/clerical experience required.
  • Bachelor’s degree may substitute for experience requirement.  
  • Experience with equestrian competitions preferred.
Physical Requirements:
  • Prolonged periods sitting at a desk and working on a computer.
  • Must be able to lift up to 10 pounds and occasional lifting and/or moving up to 25 pounds. (Anything over 25 pounds requires a two person lift)

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law. We strongly encourage applications from black, indigenous, and people of color, women, people with disabilities, members of the LGBTQIA+ community, and other underrepresented and historically marginalized groups.
*This is not a remote position.

Job Questions:

  1. How did you learn about the position?

  2. Are you legally eligible to work in the United States without employer sponsorship?

  3. Have you ever been convicted of a crime? Please note that answering yes to this question does not necessarily exclude you from employment.

  4. If you do not live within commuting distance of Lexington, KY, are you willing to relocate at your own expense?

  5. Please list any family, friends or relationships with anyone associated with US Equestrian.

  6. Are you currently a USEF member? If so, please list your member #.

  7. What is your salary range? Please put exact numbers, answers of N/A or negotiable may not be considered.

  8. If selected, what would be your date of availability?

  9. Do you have proof of vaccination from COVID-19 or able to receive this before hire if you were offered the position? (This is a requirement of employment)