Administrative Assistant

Position Summary: This is a high-impact, high-visibility role providing strategic and administrative support to multiple Vice Presidents overseeing departments such as Student Life, Athletics, Athletic and Personal Development, Hospitality and Operations at IMG Academy.

The Administrative Assistant will serve as a critical partner in ensuring the multiple VP’s effectiveness by managing an extensive calendar, coordinating high-stakes meetings and travel, handling sensitive information with discretion, and acting as a trusted liaison to internal leaders, external partners, and stakeholders across all levels of the organization.

This role requires exceptional judgment, attention to detail, communication skills, and the ability to anticipate needs and identify opportunities that enhance operational flow and executive efficiency. The ideal candidate will operate with professionalism and confidentiality in a fast-paced, high-performance environment.

Position Responsibilities:

• Manage a complex calendar, including internal and external meetings, strategic planning sessions, and priority engagements
• Coordinate national and international travel logistics, including detailed itineraries, accommodations, transportation, and expense processing
• Proactively anticipate the VP’s needs, identifying and addressing potential challenges and opportunities to support smooth operations and strategic alignment across the organization
• Draft, edit, and prepare correspondence, presentations, talking points, reports, and other executive-level materials
• Handle highly sensitive and confidential information with the utmost integrity and discretion
• Track, prioritize, and help drive completion of key deliverables and follow-ups, working closely with the VP’s and cross-functional teams
• Serve as the point of contact for executive visits to/from IMG Academy, managing logistics and guest experience
• Maintain a well-organized executive office, including supply management, mail distribution, and administrative upkeep
• Represent the VP’s offices with professionalism and responsiveness in all communications and engagements
• Assist with revision of contracts including preparation, word processing needs, drafting of letters, and finalization of agreements as directed
• Perform additional duties and special projects as assigned
• Adhere to all company policies, procedures and business ethic codes

Knowledge, Skills and Abilities:

• Bachelor’s Degree
• 3+ years of executive or senior-level administrative support experience, preferably in a fast-paced, high-stakes environment
• Highly proficient in Microsoft Office Suite, including PowerPoint, Word, and Excel
• Excellent written and verbal communication skills, with strong editing and formatting abilities
• Demonstrated ability to manage multiple priorities, anticipate needs, and operate with sound judgment under tight timelines
• Strong interpersonal and relationship-building skills with a polished and professional presence
• Proven track record of handling confidential material and information with discretion
• Highly adaptable, proactive, detail-oriented, and organized

Preferred Skills:

• Bachelor’s degree in Business Administration, Communications, or related field
• Experience working in sports, education, entertainment, or corporate operations environments

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