JOB DESCRIPTION
Executive Assistant
CLASSIFICATION Year-round; Full-time
FLSA Exempt
REPORTS TO CEO
LOCATION Park City, UT
TRAVEL <25%
BENEFITS 401k with 4% company match; medical and dental benefits; pet insurance; generous flexible time off; access to athlete gym; staff lunch on Thursdays; hybrid work schedule
SUMMARY / OBJECTIVE
The Executive Assistant (EA) supports the CEO and the Executive Team of U.S. Ski & Snowboard, the National Governing Body for Olympic Skiing and Snowboarding. This person will handle a wide range of executive support and administrative related tasks while looking to increase efficiency, collaborate cross-functionally, and manage confidential information displaying complete loyalty to the direction and leadership of the CEO.
The EA is a highly resourceful, professional team-player and will work closely with the Leadership Team to support the CEO, maintaining confidence in all interactions. This person will develop a deep understanding of all functions of the organization and become a trusted assistant for the CEO and leadership team when they need information and assistance. This role functions as a strategic partner to the CEO, helping to optimize time, prioritize initiatives, and improve overall executive team effectiveness. The EA must have the ability to always maintain a high level of confidentiality, multi-task in a fast paced, high energy environment, anticipate needs and workflow while maintaining a high level of professionalism.
About Us:
U.S. Ski & Snowboard is committed to lead, encourage, and support athletes in achieving excellence and making the United States of America the Best in the World in Olympic skiing and snowboarding. We are committed to fostering, cultivating and maintaining a culture of diversity, equity, and inclusion by creating an environment in which diversity is valued, equity is striven for, and inclusion is embraced.
ROLES & RESPONSIBILITIES
Athlete Experience
- Athlete Services
- Provide the CEO with information for athlete onboarding and offboarding.
- Assist with coordination of Town Hall invitations and video conferences.
- Schedule 1:1 or group meetings with CEO as requested by athletes.
- Sport Performance
- Coordinate internal FIS Calendar for U.S. Ski & Snowboard's World Cup competitions in order to provide CEO with weekly updates: upcoming event details and top 20 results.
- Assist in FIS coordination for travel.
Operational Excellence
- Executive Support
- Act in support of the CEO and Executive Team. Providing administrative duties for team members.
- Serve as liaison between the CEO and members of the organization, partners, vendors, and guests.
- Handle inquiries and develop action plans to address them. Cascade information when needed.
- Conserve executive’s time by reading, researching, and routing correspondence.
- Keep the CEO well informed of upcoming commitments and responsibilities, providing context, prioritization insights, and proactive follow-up to support effective decision-making.
- Act as a "barometer" for organizational priorities and emerging issues, identifying risks, gaps, and opportunities and keeping the CEO informed.
- Take on ad hoc project management responsibilities on behalf of the CEO and Executive Team, including coordinating cross-functional initiatives, tracking deliverables, and ensuring timely execution of key priorities.
2. Calendar, Email, Correspondence
a. Extensive calendar management requires interaction with both internal and external executives and their assistants in multiple time zones.
b. Independently identify and resolve scheduling conflicts, proactively anticipate downstream impacts, and optimize meeting sequencing to align with organizational priorities.
c. Monitor and screen CEO's email and correspondence and respond independently to resolve or provide assistance. Maintaining complete confidentiality of all messages.
d. Alert CEO regarding high priority and timely messages.
3. Meetings and events
a. Schedule meetings or calls (online, hybrid, or in-person). Reserve and set up rooms, prepare agendas and/or presentations, record and distribute minutes, and ensure action item follow-up.
b. Establish best practices for use of conference rooms and related technology. Educate staff accordingly.
c. Coordinate Executive Team meetings, offsites, and strategic initiatives, ensuring alignment across senior leaders and efficient use of time.
4. Organization-wide
a. Coordinate lists and distribution of staff and athlete ski and snowboard season passes – working with partner resorts.
b. Maintain subscriptions, memberships, and annual event attendance: Hall of Fames, Utah Sports Commission, Ski Utah, Governor's Sports Awards, UOP, Alf Engen, International Skiing History Association, Jan's Winter Welcome, ACES, SIA, Around the Rings, Sports Business Journal, Sportcal/Global Data, Governor's State of Sport Awards Dinner, Live Like Sam, etc.
c. Help develop best practices for administrative support.
d. Lead building tours on behalf of CEO, as requested.
5. Governance and Board Support
a. Support Board of Directors and Board of Trustee events and meetings. Occasional travel to meetings.
b. Create and maintain Outlook Group lists for Boards and Committees.
6. Contracts
a. Coordinate DocuSign contract approval/signing process with CEO.
b. Manage CEO DocuSign account.
7. USOPC and FIS
a. Familiar with key functions and staff of the USOPC and FIS.
b. Keep CEO apprised of meetings, assemblies, and congresses. Obtain detailed schedules. Create calendar itineraries for each.
c. Review, daily and weekly, NGB Hub and FIS communications and distribute information as needed.
d. Maintain NGB Hub licenses.
8. Technical
a. Work closely with IT to provide seamless support for the CEO.
b. Able to research and solve technical issues. Must be resourceful and proactive in seeking out solutions.
c. Excellent working knowledge of video conference platforms.
9. Relationships
a. Develop and maintain excellent relationships with key contacts, board members and their assistants.
b. Build and maintain positive relationships with employees for increased efficiency and responsiveness.
10. Communications and collaboration
a. Coordinate and send internal and external communications on behalf of CEO in collaboration with the Communications team including but not limited to Board of Directors, Board of Trustees, Athletes Advisory Council, various athletic committees, athletes, and staff.
b. Create electronic mail merges for email comms on behalf of CEO.
c. Support cross-functional teams and provide administrative assistance to departments as needed.
d. Ensure a high level of accuracy and quality control across all communications and materials distributed on behalf of the CEO.
11. Travel
a. Handle complex domestic and international travel arrangements for CEO with preferred travel partner/agent.
b. Create detailed calendar appointments for travel.
c. Familiar with airport codes, time zones, and CEOs preferred flights, rental cars, and lodging.
d. Work with partner executive assistants when special travel arrangements are needed.
e. Provide assistance with passports and visas for internal staff, athletes, and guests.
12. Competition Events (World Cups, World Championships)
a. Partner with Events Department to obtain event VIP Passes
b. Distribute passes and credentials and keep apprised of event schedules.
c. Assist onsite at competitions when needed for registration, credential checking, VIP tent, etc.
Financial Performance
- Financial
a. Prepare and submit Expensify reports on behalf of CEO and research receipts as needed.
- Special Events
a. Respond to invitations for functions. Coordinate details and guest lists.
b. Maintain gifting for CEO giving being resourceful in obtaining items.
c. Assist CEO with personal Gold Pass usage.
d. Arrange breakfast, lunch, or dinner special events – working with caterers and event locations.
e. Coordinate thank you's to staff on their work anniversaries.
OTHER DUTIES
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
ESSENTIAL FUNCTIONS
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Equipment Used
a. Standard office equipment (computer, smartphone, copier, etc.). Motor vehicle.
- ·Physical Requirements
a. Tasks require a variety of physical activities, which do not generally involve muscular strain, such as walking, standing, stooping, sitting, reaching and light lifting. Regular talking, hearing and seeing required in the normal course of performing the job. Ability to operate a motor vehicle.
- Environmental Conditions
a. Work is primarily performed in an office setting. May include some travel as well as weekend/evening work.
COMPETENCIES & EXPERIENCE
- 5+ years of experience supporting high level executives.
- Bachelor's degree or equivalent experience.
- Must have a high level of ethics and discretion in handling confidential and sensitive information of a personal or professional nature.
- Demonstrated proficiency in Microsoft Office Suite including Word, Excel, PowerPoint, Outlook. Skilled with Google Docs, Zoom, and other video conference platforms.
- Excellent calendar management skills and effective use of scheduling tools
- Able to work with ambiguity at times. Able to quickly obtain information needed to move forward with a specific need/objective.
- Collaborative interpersonal skills and ability to build relationships and network with staff, stakeholders, board members, and industry professionals.
- Demonstrated executive presence and ability to interact effectively with senior leaders, board members, partners, and external stakeholders.
- Strong organizational skills with exceptional attention to detail, ensuring accuracy and quality across scheduling, communications, and materials while managing multiple priorities seamlessly.
- Ability and desire to learn new technology to drive efficiencies.
- Outstanding verbal and written and communication skills.
- Demonstrates a consistently proactive mindset, anticipating needs, identifying gaps, and taking initiative without direction in a fast-paced environment.
- Adaptive to change and responds positively to altered circumstances and competing demands.
- Flexibility to work extended hours including nights and weekends.
- Experience, passion, and interest in sports and snowsports are desirable.
SUPERVISORY RESPONSIBILITIES
U.S. SKI AND SNOWBOARD EEO STATEMENT
U.S. Ski & Snowboard is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth and pregnancy-related conditions), gender identity or expression (including transgender status), sexual orientation, marital status, military service and veteran status, physical or mental disability, genetic information, or any other characteristic protected by applicable federal, state or local laws and ordinances. U.S. Ski & Snowboard's management team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities, access to facilities and programs and general treatment during employment.
