United States Tennis Association (USTA) Northern
Position Description
Position Title: Executive Assistant
Report To: Executive Director, Assistant Executive Director
A. PURPOSE OF POSITION:
To assist USTA Northern in its mission to promote and develop the growth of
tennis with specific responsibilities in assisting the Executive Director and Assistant
Executive Director with day-to-day project needs, as well as assisting the Section
President and other staff as needed. This position must perform a wide variety of
secretarial support functions; apply detailed program knowledge in developing and/or
maintaining program records systems and/or collecting information, preparing reports
and serves as a liaison between management and external customers. This position
must also have general knowledge of all USTA and USTA Northern programs and
opportunities.
B. MAJOR RESPONSIBILITIES:
1. Serves as the main receptionist of the organization. Serves as a liaison
between the section and external customers. Must have general knowledge
of all programs and opportunities in order to respond to inquiries or explain
organizational services, policies and procedures to external customers or
transfer these customers to the appropriate staff person.
2. Utilize word processing equipment and/or computers to create, process and
maintain a variety of documents and administrative records, including
SharePoint. Compose letters, correspondence, staff meeting minutes, and
memos for Executive Director, Assistant Executive Director, Section President
and other staff as needed.
3. Interprets policies and procedures that implement operational and/or fiscal
policies as established by the Executive Director or Controller.
4. Compile and analyze information from a variety of sources to prepare reports
such as deposits, copy usage, postage usage, petty cash and individual
vacation records. Maintenance and periodic ordering of general office
supplies. Maintenance and periodic updating of the section's calendar of
events. Process credit card transactions.
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5. Schedule, prepare for and coordinate arrangements for staff meetings, board
meetings and conference calls. Attend Board meetings and take minutes.
Assist the Executive Director, Assistant Executive Director, National
Committee and Council Members and other staff as needed in the scheduling
of travel arrangements.
6. Assist the Executive Director in US Open ticket ordering. Serves as the lead
in collection of tickets and mailing to the appropriate parties.
7. Assist in the development and organization of the USTA Northern Annual
Meeting. Responsibilities include Annual Report, power point, handouts and
other details in which to create a successful meeting.
8. Assist the Director of Junior Competition with the following: answering
phone calls, ordering clothing, ranking lists for college coaches, on-line
sanction form, junior camp administration and coordinating other
arrangements pertaining to junior tennis as needed.
C. KEY PERFORMANCE INDICATORS (GOALS):
1. To perform the above major responsibilities in a timely, proficient and
professional manner.
2. To provide exceptional customer service, both internal and external.
D. SUPERVISORY RESPONSIBILITY:
Volunteers
E. INTERNAL RELATIONSHIPS:
All USTA Northern Staff
F. EXTERNAL RELATIONSHIPS:
USTA Members, External Customers, Board of Directors, Section and National
Council and Committee Members and Volunteers
G. TRAVEL DEMANDS:
As requested - USTA Staff Development Training, USTA Annual or Semi-Annual
Meeting (as budget allows), Section events in the metro area, Section events or
meetings outside the metro area
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H. QUALIFICATIONS:
1. High school diploma.
2. Previous administrative work place experience preferred.
3. Computer proficiency including desktop publishing skills.
4. Administrative and organizational skills including the ability to set and
achieve goals.
5. Excellent communication skills, both oral and written.
6. Knowledge of and interest in tennis.
7. USTA member.
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