Executive Assistant - Soccer Administration

  • Charlotte FC
  • Charlotte, NC, USA
  • 13 May, 2024
Full time Administration MLS

Job Description

JOB TITLE:                                                 Executive Assistant – Soccer Administration 
DEPARTMENT/GROUP:                         Soccer Administration
REPORTING RELATIONSHIP:               Reports to Chief of Staff
STATUS:                                                     Full-Time (Exempt)
 
About Charlotte FC
Charlotte Football Club is the Major League Soccer Club in the Carolinas. The Club’s mission is to be a unifying force that is bigger than one city and encourage a sense of belonging through a progressive, collective, and ambitious approach that guides efforts on and off the pitch. CLTFC is committed to driving growth through the sport and community outreach. Charlotte FC is owned by David Tepper and is a part of Tepper Sports & Entertainment, which also includes Bank of America Stadium and the Carolina Panthers. For more information, visit CharlotteFootballClub.com.
 
Position Summary:
The Executive Assistant is the heartbeat of our office!  The Executive Assistant provides high-level administrative support to the Chief of Staff, Head Coach, General Manager, and President, and supports CLTFC Soccer Operations activities. In addition, may be required to take on administrative support to the Assistant General Manager and Technical Director, and other departments. The ideal candidate has the highest level of professionalism, is organized and capable of managing multiple stakeholders, is a proven driver of fiscal responsibility, can anticipate and proactively manage the needs of senior leadership, and takes pride in providing unrivaled customer service. 
 
Roles and Responsibilities
  • Conduct research, prepare reports, handle information requests, and perform clerical functions, such as preparing correspondence, receiving visitors and guests, arranging conference calls, and scheduling meetings. 
  • Assist the Chief of Staff and General Manager with the budget tracking of all soccer operations.
  • Daily office management including, but not limited to, office supply ordering and expense reports for soccer operations staff.  
  • Assist the Chief of Staff, Head Coach, President, and General Manager on event and game days as needed.  
  • Assist other soccer operations department heads with administrative duties as available.
  • Coordinate travel for the General Manager, President, Head Coach, and all soccer operations staff as necessary.
  • Welcome and greet all people entering our offices.
  • Operate & answer telephone, screen, and forward calls, providing information, taking messages, and scheduling appointments.
  • Actively look for ways to help people and to provide best-in-class service.
  • Sort and distribute daily soccer operations mail.
  • Serve as the primary Point of Contact for all soccer operations staff regarding office inquiries and needs.
  • Perform administrative support functions such as preparing memos, correspondence, records maintenance, etc.
  • Review, update, and distribute staff contact and telephone list monthly.
  • Ensure that the reception area, break room and storage closets are tidy as well as managing inventory and stocking accordingly.
  • Maintain relationships with outside vendors and serve as Point of Contact when planning and coordinating local events for senior leadership, soccer operations staff, and visitors.
  • Partner with HR and assist with execution of Charlotte FC staff events.
  • Team Player! Willingness to partner and participate across departments with operational functions and events.
  • Additional duties may be assigned that are not listed above but are included in the scope of this role.

 Qualifications and Education Requirements
  • Must have advanced computer skills, and be proficient in Microsoft Word, Excel, and PowerPoint applications.
  • Availability to work onsite, from 8:30am-5:30pm, M-F, is required. Must be flexible and available to work evenings and/or weekends, nights, and holidays.
  • Minimum 2-4 years of relevant work experience.
  • Bilingual: Ability to communicate in English and a second language in a professional manner.
  • Must maintain a neat appearance.
  • Associate degree or bachelor’s degree in a related field preferred.
  • Must have a valid US driver’s license.
  • Must pass pre-employment screenings. 
 
Skills for Success:
  • The successful candidate must possess strong organizational skills and be detail oriented.
  • Positive energy and take great pride in serving customers.
  • Excellent interpersonal, verbal, and written communication skills.
  • Professional demeanor with a strong work ethic, reliable, dependable, and accountable with consistent punctuality.
  • Demonstrated fiscal responsibility and ability to manage budgets.
  • Adaptable and able to manage multiple calendars and stakeholders.
  • Demonstrate integrity and professionalism by maintaining complete confidentiality of privileged and/or sensitive information.
  • Knowledge of and passion for Charlotte FC and MLS.

 Work Environment and Physical Requirements:
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, etc.
  • Ability to remain sitting for up to 8 hours at a desk and computer.
  • Must be able to lift and carry up to 25 lbs.
  • Bending and standing
  • Walking throughout the facility.

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, age, disability, gender identity, marital or veteran status, or any other protected class.