Administrative Assistant, Arena Operations
Atlanta Hawks
Atlanta, GAThis was removed by the employer on 4/27/2018 8:16:00 PM PST
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Full Time Job
THE ROLE:
The Administrative Assistant, Arena Operations will be one of the main points of contact for the Arena Operations, Guest Experience, Arena Programing and Parking & Security departments. Reporting directly to the Executive Vice President & General Manager (EVP & GM), Philips Arena, this position will provide significant administrative support to include intensive record/database keeping, data entry and updates, calendar scheduling, arranging travel and other duties as assigned. Other duties include but are not limited to: answering questions in-person, by email and by phone, directing calls in a prompt, decisive and courteous manner, exhibiting solid business acumen, using good judgment, and providing excellent customer service to both internal and external clients. A successful employee in this position will possess the abilities to work independently, keep departments organized and focused, and have extraordinary attention to detail.
RESPONSIBILITIES:
• Provide comprehensive support to the EVP & GM and other additional arena leadership Vice Presidents (four) to include upkeep of each individuals' calendar and contacts, file management, scheduling travel arrangements, submission of expense reports, coordinating meetings (set-up, catering, visitor access, parking, etc.), and other administrative duties as assigned; this position will ensure all runs smoothly for all five executives and their departments. Work directly with the EVP & GM to manage status reports on goals, business planning and quarterly benchmarks within the arena departments; create and manage all planning templates and track submissions for all reports to ensure clear alignment and communication across all arena departments
• Assist with the development and management of internal arena employee events and work directly with the EVP & GM to produce outlines and timelines for each event
• Develop contractor and vendor touch points prior to and post meetings, games, events and other opportunities as needed
• Schedule internal and external meetings, secure conference rooms, parking, and all related logistics, produce meeting agendas, presentation materials and all other related items
• Coordinate and oversee general office needs for the arena department (stationary, office supplies, business cards, etc.)
• Maintain a positive rapport with clients and vendors and provide assistance and details as needed
• Process invoices in accordance to accounting policies, procedures and deadlines
• Process expense reports in a timely and accurate manner
• Other duties and projects as assigned
QUALIFICATIONS:
• Must have a Bachelor's degree or three (3) years of professional work experience
• Hold experience in interacting with and providing comprehensive support to senior level executives
• Preferred experience in event planning and execution
• Ability to think creatively, while still being business minded and focused
• Strong computer skills with heavy experience using Microsoft Office products such as Outlook, Word, PowerPoint and Excel; other software systems such as Adobe Acrobat Reader are a plus
• Excellent verbal and written communication skills including grammatical, editing and proofreading skills
• Ability to work with internal and external clients with a positive, customer service-oriented attitude, while getting tasks completed in a swift and quality manner
• Strong, proven organizational skills are required; candidate must have countless examples of specific ways they have kept themselves and their executive focused and organized
• Effective at multitasking, prioritizing and managing tasks independently
• Strong sense of discretion and confidentiality
• Experienced in standard office procedures, policies and sense of decorum
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
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