Administrative Assistant - Office Coordinator (Sports Management/Finance/Admin)

Administrative Assistant - Office Coordinator (Sports Management/Finance/Admin)

Assists the General Manager with all administrative aspects of our Stadium and uses discretionary judgment to make delegated decisions on his/her behalf as authorized. This position also oversees office management and general administrative duties and will be utilized during event days including pre-event planning and post-event wrap up.


ESSENTIAL FUNCTIONS:

 Written Presentations: Uses Microsoft Word, Excel or PowerPoint to create a wide variety of materials (correspondence, reports, forms, records) from rough drafts or notes. Uses judgment to edit written work or to note missing or questionable data. May independently prepare correspondence. Uses Microsoft Word, Excel or PowerPoint to create a wide variety of materials (correspondence, reports, forms, records) from rough drafts or notes. Uses judgment to edit written work or to note missing or questionable data.
 Calendar Maintenance: Maintains Stadium calendar of events as well as the executive's calendar, schedules appointments and meetings. Coordinate frequent executive travel arrangements and changes. This includes car service, airfare, hotel and various other elements of executive travel. Assist executive with maintaining venue's event calendar (bookings, holds, etc) and distributing such information to necessary internal and external contacts.
 Client Interface: Screens telephone calls, e-mail and voice mail and takes appropriate action. Responds to routine telephone requests by researching information and conducting some analysis. Opens and prioritizes confidential and non-confidential mail and electronic communications. Responds or redirects as appropriate. Greet site visitors upon arrival. Resolves routine and non-routine problems based on knowledge of priorities, policies, procedures, or practices. Discreetly handles confidential information.
 Special Events: Assist the executive with the mechanical function of arranging special events (venue tours, marketing presentations, corporate sponsor meetings, executive meetings, etc .)
 Contract & File Management: Review legal contracts and other vendor agreements on behalf of the executive (with the guidance of Legal) and oversee and/or make necessary revisions. Creates, organizes and maintains files. Creates, organizes and maintains files of event and transaction related documents.
 Supply orders: Orders departmental supplies and/or subscriptions, pay bills, and/or tracks expenses.
 Resolves routine and non-routine problems based on knowledge of priorities, policies, procedures, or practices. Discreetly handles confidential information.