Executive Assistant
TeamWork Online, Park City, UT, United States
Executive Assistant
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.
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 and 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.
Calendar, Email, Correspondence
Extensive calendar management requires interaction with both internal and external executives and their assistants in multiple time zones.
Independently identify and resolve scheduling conflicts, proactively anticipate downstream impacts, and optimize meeting sequencing to align with organizational priorities.
Monitor and screen CEO's email and correspondence and respond independently to resolve or provide assistance. Maintaining complete confidentiality of all messages.
Alert CEO regarding high priority and timely messages.
Meetings and Events
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.
Establish best practices for use of conference rooms and related technology. Educate staff accordingly.
Coordinate Executive Team meetings, offsites, and strategic initiatives, ensuring alignment across senior leaders and efficient use of time.
Organization-wide
Coordinate lists and distribution of staff and athlete ski and snowboard season passes working with partner resorts.
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.
Help develop best practices for administrative support.
Lead building tours on behalf of CEO, as requested.
Governance and Board Support
Support Board of Directors and Board of Trustee events and meetings. Occasional travel to meetings.
Create and maintain Outlook Group lists for Boards and Committees.
Contracts
Coordinate DocuSign contract approval/signing process with CEO.
Manage CEO DocuSign account.
USOPC and FIS
Familiar with key functions and staff of the USOPC and FIS.
Keep CEO apprised of meetings, assemblies, and congresses. Obtain detailed schedules. Create calendar itineraries for each.
Review, daily and weekly, NGB Hub and FIS communications and distribute information as needed. Maintain NGB Hub licenses.
Technical
Work closely with IT to provide seamless support for the CEO.
Able to research and solve technical issues. Must be resourceful and proactive in seeking out solutions.
Excellent working knowledge of video conference platforms.
Relationships
Develop and maintain excellent relationships with key contacts, board members and their assistants.
Build and maintain positive relationships with employees for increased efficiency and responsiveness.
Communications and Collaboration
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.
Create electronic mail merges for email comms on behalf of CEO.
Support cross-functional teams and provide administrative assistance to departments as needed.
Ensure a high level of accuracy and quality control across all communications and materials distributed on behalf of the CEO.
Travel
Handle complex domestic and international travel arrangements for CEO with preferred travel partner/agent.
Create detailed calendar appointments for travel.
Familiar with airport codes, time zones, and CEOs preferred flights, rental cars, and lodging.
Work with partner executive assistants when special travel arrangements are needed.
Provide assistance with passports and visas for internal staff, athletes, and guests.
Competition Events (World Cups, World Championships)
Partner with Events Department to obtain event VIP Passes
Distribute passes and credentials and keep apprised of event schedules.
Assist onsite at competitions when needed for registration, credential checking, VIP tent, etc.
Financial Performance
Financial
Prepare and submit Expensify reports on behalf of CEO and research receipts as needed.
Special Events
Respond to invitations for functions. Coordinate details and guest lists.
Maintain gifting for CEO giving being resourceful in obtaining items.
Assist CEO with personal Gold Pass usage.
Arrange breakfast, lunch, or dinner special events working with caterers and event locations.
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
Standard office equipment (computer, smartphone, copier, etc.). Motor vehicle.
Physical Requirements
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.
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 and 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.
Calendar, Email, Correspondence
Extensive calendar management requires interaction with both internal and external executives and their assistants in multiple time zones.
Independently identify and resolve scheduling conflicts, proactively anticipate downstream impacts, and optimize meeting sequencing to align with organizational priorities.
Monitor and screen CEO's email and correspondence and respond independently to resolve or provide assistance. Maintaining complete confidentiality of all messages.
Alert CEO regarding high priority and timely messages.
Meetings and Events
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.
Establish best practices for use of conference rooms and related technology. Educate staff accordingly.
Coordinate Executive Team meetings, offsites, and strategic initiatives, ensuring alignment across senior leaders and efficient use of time.
Organization-wide
Coordinate lists and distribution of staff and athlete ski and snowboard season passes working with partner resorts.
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.
Help develop best practices for administrative support.
Lead building tours on behalf of CEO, as requested.
Governance and Board Support
Support Board of Directors and Board of Trustee events and meetings. Occasional travel to meetings.
Create and maintain Outlook Group lists for Boards and Committees.
Contracts
Coordinate DocuSign contract approval/signing process with CEO.
Manage CEO DocuSign account.
USOPC and FIS
Familiar with key functions and staff of the USOPC and FIS.
Keep CEO apprised of meetings, assemblies, and congresses. Obtain detailed schedules. Create calendar itineraries for each.
Review, daily and weekly, NGB Hub and FIS communications and distribute information as needed. Maintain NGB Hub licenses.
Technical
Work closely with IT to provide seamless support for the CEO.
Able to research and solve technical issues. Must be resourceful and proactive in seeking out solutions.
Excellent working knowledge of video conference platforms.
Relationships
Develop and maintain excellent relationships with key contacts, board members and their assistants.
Build and maintain positive relationships with employees for increased efficiency and responsiveness.
Communications and Collaboration
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.
Create electronic mail merges for email comms on behalf of CEO.
Support cross-functional teams and provide administrative assistance to departments as needed.
Ensure a high level of accuracy and quality control across all communications and materials distributed on behalf of the CEO.
Travel
Handle complex domestic and international travel arrangements for CEO with preferred travel partner/agent.
Create detailed calendar appointments for travel.
Familiar with airport codes, time zones, and CEOs preferred flights, rental cars, and lodging.
Work with partner executive assistants when special travel arrangements are needed.
Provide assistance with passports and visas for internal staff, athletes, and guests.
Competition Events (World Cups, World Championships)
Partner with Events Department to obtain event VIP Passes
Distribute passes and credentials and keep apprised of event schedules.
Assist onsite at competitions when needed for registration, credential checking, VIP tent, etc.
Financial Performance
Financial
Prepare and submit Expensify reports on behalf of CEO and research receipts as needed.
Special Events
Respond to invitations for functions. Coordinate details and guest lists.
Maintain gifting for CEO giving being resourceful in obtaining items.
Assist CEO with personal Gold Pass usage.
Arrange breakfast, lunch, or dinner special events working with caterers and event locations.
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
Standard office equipment (computer, smartphone, copier, etc.). Motor vehicle.
Physical Requirements