Administrative Assistant
Phoenix Suns
Phoenix, AZThis was removed by the employer on 2/20/2018 9:16:00 PM PST
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Full Time Job
Job Purpose
The Administrative Assistant will be responsible for performing high-level administrative and project coordination/execution for the SVP, Marketing Partnerships and SVP, Media and Content Strategy. This includes but is not limited to answering phones, scheduling, managing calendars, planning, coordinating and preparing for internal and external meetings. This also includes scheduling travel through the company system, processing expense reports, and assisting with overall departmental needs. The position also involves coordinating project plans, action steps and follow up communication.
Primary (Essential) Duties
• Responsible for performing high-level administrative and project coordination for two (2) senior executives: SVP, Marketing Partnerships and SVP, Media and Content Strategy. This includes but is not limited to answering phones, scheduling, managing calendars, planning, coordinating and preparing for meetings, including Sr. Management monthly meetings and events
• Make independent decisions and judgments on areas of responsibility with limited supervision, including management of vendors, representation of the company at various events, purchase of necessary department equipment, and creation and dissemination of various communications
• Booking of business travel and accommodations
• Flights, hotel arrangements, car rentals and any special reservations and requests
• Process expense reports monthly
• Manage different and often conflicting schedules, projects and activities
• Order and process game tickets as required and coordinate project plans, action steps and communication
Additional Responsibilities
/Non-Essential Duties
• Training and back-up for other administrative assistants
• Management of department Time Off calendar in conjunction with Human Resources
• Fulfill departmental donation requests such as autographed items, experiences or tickets
• Coordinate monthly department birthday cards and food ordering
• Coordinate departmental Friday game night food ordering
• Coordinate participation at NBA events & meetings as needed
• Coordinate meeting schedules for external consultants including our TMBO representatives
• Participation on company committees and/or taking meeting notes as directed
• Delivery and deployment of department mail
• Order supplies and paper for Marketing Partnerships department
• Take on special projects and drive them to completion
• Other duties as assigned
Knowledge, Skills and/or Abilities
• Must demonstrate a high level of confidentiality
• Must be high energy, detail-oriented, intuitive, a self-starter, diplomatic and have the ability to manage projects, and work with minimal supervision
• This person represents the senior leaders of the company and therefore must possess a high level of professionalism, in addition to discretion in handling confidential information
• Demonstrate ability to problem solve and prioritize based on organizational experience
• Excellent verbal and written communications skills
• Excellent interpersonal skills
• Must be able to appropriately prioritize workload, as well as demonstrate flexibility and poise when responding to unanticipated events
• This position requires strong MS Office with an emphasis on PowerPoint, Outlook, Excel and Word. Ability to make independent decisions on issues that impact the company and senior level executives
• Ability to create and develop clear, effective reports, presentations and communications for a wide variety of audiences
Experience/Education Requirements
• Minimum of 2 years' experience assisting an Executive
• Previous experience supporting multiple Executives a plus
Working Conditions and Physical Demands
• Traditional work schedule to include occasional evenings, weekends, and holidays to meet business needs.
This is not an all-inclusive document. Additional duties, expectations, demands, etc. may be added or changed to this document on an as-needed basis in order to meet organizational needs.
The Phoenix Suns are an Equal Opportunity Employer
M/F/D/V
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