Administrative Specialist USTA NorCal

Who We Are

The United States Tennis Association Northern California Section (USTA NorCal) based in Alameda California is a notforprofit volunteerbased organization promoting and growing the game of tennis across Northern California and Northwest Nevada since 1953.
As one of 17 geographic sections of the governing body of tennis in the United States USTA NorCal is deeply rooted in its commitment to building an active and engaged tennis community. USTA NorCal engages audiences across the whole community and brings tennis to a diverse set of players of all ages backgrounds and skill levels. From grassroots tennis in the parks organized leagues and tournaments to tennis scholarships grants and education resources this team champions tennis throughout Northern California.

Why Work at the USTA

We are a dynamic team of staff and volunteers focused on growing the sport of tennis and making it accessible to all. The USTA is committed to removing barriers and creating opportunities for ALL to participate.

• Prepare format and coordinate documents for board meetings and other meetings. Collect multiple documents; quality control efiles naming conventions numbering etc.
• Write emails memos letters staff communication make phone calls or complete other correspondence on behalf of ED as requested. Forward or distribute email or documents as requested.
• Proofread and edit documents properly format manage quality control ensure that all aspects of written communication are thoroughly reviewed accurate and error free.
• Work with internal staff or committee members to acquire documents by due dates. Prepare and distribute regularly scheduled reports including board packets.
• Research and assist in coordinating events such as the NorCal Annual Meeting volunteer recognition and other events as requested by ED.
• Shop purchase and distribute gifts and awards on behalf of the ED.
• Act as a point of contact for event vendors (hotels caterers onsite planners etc).
• Consider ways to enhance the event quality and attendee experience.
• Coordinate vendor contracts and review documents for accuracy; forward to appropriate internal staff for their approvals and processing.
• Help prepare organize and break down meeting rooms or other venues as needed.
• Communicate and work closely with ED to assist in handling complex requests and inquiries from the Board of Directors and other stakeholders.
• Send and receive DocuSign documents on behalf of the ED; follow up.
• Google distribution list administrator will serve as the primary point person for the development management and maintenance of all committees board and staff Google distribution lists.
• Act as the point person for updating Board and committee contact information and coordinating communications as required for volunteer service with NorCal. Ensure accuracy of all lists.
• Act as a point person for overseeing accuracy of the event volunteer database and email Google distribution lists.
• Follow up with staff or others to acquire information needed by ED.
• Coordinate and distribute the annual US Open Ticket allotment; handle communication and expertly navigate ongoing and lastminute changes with ticket reservations.
• Coordinate aspects of ED calendar schedule meetings and events.
• Develop and maintain a filing system for all board and committee meetings documents.
• Submit and reconcile expense reports compile research or enter data into spreadsheets and/or databases.
• Work quickly and efficiently to meet multiple daily weekly and monthly deadlines.
• Complete special projects as required.
• Find and suggest administrative efficiencies to make the office of the ED run as smoothly as possible.

Who You Are

You reside in a Bay Area County with good proximity to our Alameda office.
High level of planning and administrative competence.
Excellent organizational and time management skills.
Experience and enjoyment for event planning and coordination
Excellent verbal and written communication skills.
Excellent proofreading and editing skills.
Ability to manage complex and competing priorities.
Experience handling sensitive information with integrity and confidentiality.
Absolute discretion when handling confidential material.
Selfstarter proactive wellorganized extremely detailoriented and an assertive team
player.
Capable of handling multiple projects simultaneously with minimal direction.
Proficient in Microsoft Office: Word Excel PowerPoint & G Suite and Video Meetings.
Flexibility and ability to easily adapt to change.
Bachelor's degree preferred or 2 years as an Administrative Assistant or equivalent
experience in Administrative Operations.

What We Offer
At the USTA we know people are our most important asset. For this reason we offer a
comprehensive benefits package designed to meet the needs of a diverse workforce.

• Flexibility: Our Hybrid with Flexibility approach combines a balance of remote working with in
  office collaboration to spark teamwork and creativity. The role works in the Alameda CA office
  at least 2 days per week.
• Comprehensive benefits designed to meet your unique needs: Medical dental vision access
  to doctors virtually a flexible spending account to manage your health and dependent care
  expenses and life and disability insurance are a small part of our offerings.
• Time to recharge and energize: Generous paid time off policy including vacation sick and
  paid holidays parental leave and a paid winter break.
• Plan for your future financially and professionally: 401(k) with employer matching (up to
  3 promotional and growth opportunities Learning and Development programs to learn on the
  job
• Mental and emotional wellness: Resources for overall wellbeing.
• Other cool perks: A personalized health management program pet insurance commuter
  benefits identity theft protection discounts with our network of partners and fun events are just
  a few of the optional benefits available.

This is a fulltime job 8am5pm) and the expected range for hourly compensation for this position is $33.65 $40.87 per hour depending on experience and reports to the Executive Director.
This range does not include any additional pay or benefits for which a person may qualify. The actual base salary offered is determined by several variables including as appropriate the applicants qualifications for the position the years of relevant experience and unique skills.

Submit your resume and cover letter in PDF format to by 6pm Friday April 11 2025.

Come One Come All
We strongly encourage you to apply if youre interested; we'd love to learn how you can serve our team with your unique experience!
USTA is dedicated to providing equal employment opportunities for all individuals regardless of age disability national origin race color religion sex sexual orientation gender gender identity or expression pregnancy veteran status marital status family status alienage or citizenship status creed genetic information or any other status protected by applicable federal state or local law.
We will ensure that individuals with disabilities are provided with reasonable accommodation to participate in the job application or interview process to perform essential job functions and to receive other benefits and privileges of employment. Please contact us to request accommodation.