Executive Administrator, Baseball Operations

Job description

It's fun to work in a company where people truly BELIEVE in what they're doing! We're committed to bringing passion and customer focus to the business. JOB SUMMARY: The Executive Administrator, Baseball Operations serves as a trusted partner to the President of Baseball Operations, the General Manager, and the Baseball Operations executive leadership team. This role is responsible for managing executive priorities, driving operational efficiency, coordinating key initiatives, and providing high-level administrative and strategic support across the department. The ideal candidate is highly organized, proactive, detail-oriented, and capable of operating in a fast-paced, high-performance environment. This individual must possess exceptional judgment, discretion, and communication skills while managing sensitive and confidential information. The Executive Administrator serves as an extension of Baseball Operations leadership, ensuring priorities are aligned, critical projects move forward, and executive operations function effectively. This role serves as a highly trusted partner to Baseball Operations leadership and may assist with select personal administrative matters that enable executives to focus on organizational priorities and strategic decision-making. ESSENTIAL FUNCTIONS OF POSITION INCLUDE, BUT ARE NOT LIMITED TO, THE FOLLOWING: Executive Leadership Support Manage complex calendars, scheduling priorities, and meeting coordination for the President of Baseball Operations, General Manager, and other members of the Baseball Operations executive leadership team. Coordinate domestic and international travel arrangements, including flights, accommodations, ground transportation, itineraries, and related logistics. Prepare meeting agendas, briefing materials, presentations, reports, and executive correspondence. Coordinate executive meeting cadence, prepare agendas, document key decisions, track action items, and ensure accountability and follow-through across the Baseball Operations leadership team. Screen communications, prioritize requests, and act as a liaison between executives and internal and external stakeholders. Support senior Baseball Operations executives with select personal administrative matters, including travel coordination, scheduling assistance, personal appointments, family-related logistics, and other time-sensitive needs, serving as a trusted partner in managing both professional priorities and limited personal obligations. Anticipate executive needs and proactively resolve scheduling, travel, and logistical challenges to maximize leadership effectiveness and productivity. Maintain the highest degree of confidentiality, discretion, and professionalism in handling sensitive business and personal information. Serve as a representative of Baseball Operations leadership when interacting with ownership, Major League Baseball officials, agents, business partners, vendors, and guests. Strategic Planning and Project Coordination Coordinate special projects and strategic initiatives on behalf of Baseball Operations leadership. Assist in the planning and execution of annual department objectives, leadership retreats, strategic planning sessions, and organizational meetings. Monitor progress on key departmental initiatives and facilitate communication among stakeholders. Support executive decision-making through research, presentation development, reporting, and the organization of critical information. Develop and maintain project timelines, action plans, and accountability tracking systems. Assist leadership in identifying opportunities to improve operational effectiveness and organizational efficiency. Department Operations Partner with departments across Baseball Operations to improve communication, coordination, and workflow efficiency. Maintain departmental calendars, milestone tracking, and critical deadlines. Coordinate logistics for leadership meetings, conference calls, departmental events, board presentations, and special programs. Manage and maintain confidential records, files, and departmental documentation. Assist with onboarding logistics and integration of new Baseball Operations personnel in partnership with Human Resources, Information Technology, Finance, and other departments. Provide operational support for Spring Training, postseason activities, Major League Baseball meetings, organizational events, and other league-related initiatives as needed. Financial and Administrative Management Prepare and process executive expense reports and reimbursement requests. Monitor departmental expenditures and assist with budget tracking and reporting. Coordinate vendor payments, purchase requests, invoices, and related administrative processes. Assist leadership with annual operating budget planning and expense management initiatives. Identify opportunities to improve administrative efficiencies and cost effectiveness. Support the preparation and organization of financial information necessary for executive reviews and planning. Executive Communications and Stakeholder Engagement Draft, edit, and coordinate executive communications, presentations, reports, and correspondence. Prepare materials for ownership meetings, executive leadership meetings, strategic planning sessions, and Major League Baseball functions. Coordinate ticketing, guest services, and hospitality requests for Baseball Operations leadership. Serve as a key point of contact for internal and external stakeholders while maintaining a high level of professionalism and responsiveness. Welcome and assist visitors, guests, executives, and stakeholders while representing the organization in a professional manner. Culture and Team Effectiveness Foster collaboration and communication across Baseball Operations departments. Support a culture of accountability, professionalism, teamwork, and operational excellence. Assist with department events, team functions, and employee engagement initiatives. Anticipate executive and organizational needs and proactively develop solutions. Contribute to a positive, high-performing work environment. Perform other duties, special projects, and assignments as directed. QUALIFICATIONS: Required Qualifications Bachelor's degree or equivalent combination of education and experience. Three (3) or more years of experience providing support to senior executives, executive leadership teams, or complex operational environments. Exceptional organizational, project management, and time-management skills. Strong written, verbal, and interpersonal communication abilities. Ability to manage multiple priorities simultaneously while maintaining accuracy and attention to detail. Demonstrated ability to exercise sound judgment, maintain confidentiality, and handle sensitive information. Advanced proficiency in Microsoft Office Suite, including Outlook, Word, PowerPoint, and Excel. Ability to work independently and adapt quickly in a fast-paced environment. Ability to work flexible hours, including evenings, weekends, and travel as business needs require. Valid driver license and reliable transportation. Preferred Qualifications Experience within professional or college sports, baseball operations, athletics, entertainment, or other high-performance environments. Experience supporting C-suite executives, ownership groups, or senior leadership teams. Project management experience. Familiarity with budgeting, financial reporting, and operational planning processes. Experience coordinating high-profile meetings, events, and executive-level communications. CORE COMPETENCIES: Executive Presence Strategic Thinking Relationship Building Communication Excellence Project Management Accountability Problem Solving Organizational Agility Attention to Detail Confidentiality and Trust Adaptability Professionalism The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of the job. Responsibilities may change as business needs evolve. If you like wild growth and working with happy, enthusiastic over-achievers, you'll enjoy your career with us!