Executive Administrative Assistant

Who are we hiring?

The Executive Administrative Assistant (EA) provides complete administrative support to the EVP Global Head of Venue Ops & Development, requiring a thorough knowledge of the departments’ language, policies, and practices. The EA maintains a close and highly responsive relationship to the day-to-day activities of the EVP and other key members of the company. In addition to supporting the EVP, this role will also provide administrative support to the SVP, General Manager, ensuring both leaders receive the coordination and assistance needed to operate efficiently. Assignments generally involve work of a complex nature that assists the EVP and SVP in ensuring the efficient operation of division(s) under minimum supervision. The EA will be required to develop an acute understanding of each executive’s work style, requirements, and preferences, and to utilize this understanding to perform tasks with minimal disruption, to actively listen and resolve problems, and to anticipate and meet the challenges of a fast-paced environment. In summary, the EA is expected to conform to the highest standards of performance, dependability, and professionalism. 

What will you do? 

• Manage sensitive, highly confidential, and proprietary information with discretion and the utmost level of confidentiality and integrity.  
• Handle complex inquiries, screen and process calls, and redirect callers to the appropriate party. Receive and direct applicable visitors. Sort and distribute mail.
• Maintain departmental files and keep records.
• Schedule and maintain the calendars of both the EVP and SVP, including appointments, meetings, and travel itineraries. Prepare any necessary information for meetings and ensure both executives receive all necessary materials in advance. Take notes during meetings, compile reports, and process documents of a complex and confidential nature. Prepare and proofread correspondence, reports, and other materials.
• Prioritize functions and appointments, ensuring that meetings, deadlines, presentations, and other duties of the business are accomplished seamlessly for both the EVP and SVP. 
• Coordinate logistics for special business events and projects; help locate and obtain information and resources; anticipate and prepare materials as needed.  
• Work collaboratively with the other Executive Assistants to ensure Senior Leadership receives necessary information and support.
• Act as liaison between the EVP/SVP and their direct reports, as well as internal and external contacts. Respond to issues and tasks involving the administrative functions of the office that do not need to be brought to the attention of the executives. Handle these situations in a timely and efficient manner.
• Coordinate all paperwork and digital vendor invoices necessary for EVP and SVP approval. This includes, but is not limited to, travel and expense reports, PTO requests, and vendor requisition requests. Follow up with other departments and external vendors to ensure that requests are carried out in a timely manner and activities are coordinated.
• Assist in communicating all company-wide employee initiatives including, but not limited to, employee performance and career development programs, and follow up with applicable employees to ensure full departmental participation.
• Perform other general duties as assigned to support the organization.

What do you need to succeed? 

• At least 4 years of experience as an assistant or secretary, preferably at executive level
• This person must have the ability to quickly learn the organizational structure and the objectives of the team as well as deal with complex and ambiguous matters within a large matrixed organization.   
• The ideal candidate must be highly flexible, resourceful, stress tolerant and motivated, with an ability to work independently as well as in a team setting.  
• Able to always maintain confidentiality and professionalism while using sound business judgment. 
• Excellent knowledge, with proven experience with Microsoft Office and other software applications, specifically Word, Excel, PowerPoint, Outlook, Concur, and Coupa, etc.
• Proven logical skills, well organized and detail oriented with the ability to multi-task and have a proven track record as a strategic thinker capable of foreseeing impacts of simultaneous projects.
• Ability to work in a fast-paced environment while maintaining a positive and kind demeanor.
• Bachelor’s degree preferred.
• Strong oral, written and non-verbal communication skills, ability to interact with all levels in the organization. 

Special Requirements

• Ability to work a flexible schedule inclusive of days, nights, weekends, and holidays.