OverviewThe Administrative Assistant will provide administrative support to all departments at the venue, as well as to the General Manager.
Administrative duties may include, but are not limited to, answering phone calls and greeting guests/clients, scheduling appointments and maintaining calendars, scheduling and coordinating staff and other meetings, collating and distributing mail, processing and taking payments from vendors/clients and promoters, preparing communications such as memos, emails, invoices, reports and other correspondence, managing all advisory board meetings, meeting minutes and notes, creating and maintaining filing systems, managing accounts and performing basic bookkeeping.
In light of the sometimes seasonal and event-driven nature of our business, the successful incumbent will have the ability to focus on and prioritize the administrative duties that are most critical and time-sensitive.Responsibilities Provide general office / administrative / accounting support including input of client/vendor payments, data entry, event reporting.
Answer phones and greet visitors Schedule appointments and maintain calendars Schedule and coordinate staff and other meetings Collate and distribute mail Prepare communications, such as memos, emails, invoices, reports and other correspondence Write and edit documents from letters to reports and instructional documents Create and maintain filing systems, both electronic and physical Manage accounts and perform basic bookkeeping Manage advisory board meetings, meeting minutes and notes QualificationsBachelors degree in business managment, accounting, finance or related field prefered.Two or more years’ experience in an administrative assistant or office manager position with increasing level of oversight and responsibility prefered.
Advanced proficiency with computers in a Windows platform including Microsoft applications.Extensive experience preparing accurate spreadsheets and reports.
Consistent and reliable attention to detail, accuracy and validity.
Ability to multi-task in a fast-paced, changing environment.
Must work well under pressure of deadlines.
Ability to successfully interact and collaborate all team members professionally and supportively.
Excellent organizational and time management skills; ability to delegate tasks efficiently and develop staff to next level.Ability to adhere to highest standards of ethics, integrity, professionalism, and discretion.
Ability to execute solid management decisions quickly and efficiently.
Ability and willingness to work extended hours (i.e.
evenings, weekends, holidays), as frequently required by event or business necessity.Ability to develop and maintain cooperative working relationships with staff, company and business contacts.