Executive Administrative Assistant

Job Description: We are seeking an enthusiastic, energetic, and highly organized Executive Administrative Assistant. This role serves as the first point of contact for arena visitors, executives, and VIP guests. The Executive Administrative Assistant will manage guest arrivals and handle general arena phone calls and emails.

Essential Duties (Include, but are not limited to the following):

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential duties.

• Serve as the first point of contact for all arena visitors entering through the North VIP entrance, greeting VIPs, guests, and vendors with professionalism.
• Verify that visitors are entered in the visitor management system, issue parking passes, and notify the employee that their guest has arrived.
• Escort visitors to meeting rooms or designated areas as necessary.
• Answer incoming calls on the main line, route calls, and respond to guest inquiries in a courteous and professional manner.
• Monitor, manage, and respond to several designated inboxes such as Accessibility, Information, VIP Reception, and Lost and Found.
• Always uphold confidentiality and discretion, especially when dealing with VIP guest information.
• Oversee and facilitate the retrieval of lost and found items in accordance with company policy.
• Assist the Operations Executive Assistant with various tasks as required, such as preparing budget worksheets, responding to guests inquires, maintaining office supplies, and other duties as needed.
• Perform other duties as assigned

PREFERRED QUALIFICATIONS:

• High school diploma or equivalent.
• 2+ years’ experience in business administration required.
• Demonstrate ability to carry out tasks in a reliable, productive, and expedient manner, and to adhere to strict deadlines.
• Knowledge of the event entertainment industry preferred.
• Ability to handle highly sensitive and confidential information.
• Keyboarding skills and computer proficiency, including knowledge of MS Office, required.
• Experience with various office equipment (copy machine, telephone system and 10-key) required.
• Excellent verbal and written communication skills.
• Demonstrate ability to prioritize tasks in a fast-paced environment.
• Ability to work nights, weekends, and holidays as business needs require.
• Self-motivated with strong employee relations skills.
• Ability to work independently and as part of a team.
• Superior customer service experience.
• Ability to develop effective working relationships with internal and external parties.
• Ability to understand and work from general instructions with strong attention to detail.

INTELLECTUAL/SOCIAL, PHYSICAL DEMANDS AND WORK ENVIRONMENT:

The intellectual/social, physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Intellectual/Social demands:

• While performing duties of this job, the employee is frequently required to multi-task under time limits and with moderate to high pressure situations. Position requires constant attention to details and accuracy of specified standards including: following simple to complex (more than 3 steps) instructions, and concentration which frequently extends beyond 30 minutes at a time. This position also requires frequent use of interpersonal skills with internal and external clients. Employee will frequently communicate via phone and in-person with others and exchange accurate information. This position requires employee to frequently work both independently or as part of a team. Position also requires being able to recognize and resolve conflicts, by being able to openly communicate with clients.

Physical demands:

• While performing the essential functions of this job, the employee will frequently operate a computer and other office devices such as calculators, telephones, copy machines, faxes and printers. Employee will occasionally move about inside and outside various areas of the facility. Employee must constantly communicate via telephone, email and in-person with others and exchange accurate information. Employee may occasionally be required due to business demands lift and/or move up to 25 pounds.

Work environment:

• While performing the duties of this job, the employee occasionally works in outside weather conditions; however, the duties of this position are performed primarily indoors. The noise level in the work environment is usually moderate, with the exception of event days, where the sound levels may be higher than moderate. The employee occasionally works near moving mechanical parts and in high, precarious places and is occasionally exposed to wet and/or humid conditions, fumes, or airborne particles, toxic or caustic chemicals, risk of electrical shock, and vibration.