Executive Assistant

The Executive Assistant will provide administrative and scheduling support to the General Manager, Assistant General Manager, and other Directors as needed. Oversees the daily operations of the administrative office which requires close coordination with all staff, tenants, promoters, and contractors.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Oversee daily schedule, operation and ensure the functionality of the administrative office during regular business hours.

Draft letters, reports, and other correspondence in a timely, accurate manner. Compose routine correspondence not requiring the General Manager’s attention.

Receive and screen telephone calls and visitors and provide routine information regarding events, operations, policies, and procedures.

Process, route and file incoming and outgoing correspondence and ensure timely replies and/or action. Review all correspondence to remain informed of all activities and pertinent information.

Assist GM with response to event booking inquiries including communication of rental structure/process, date availability, and input of required event data into Infor calendar, sales, and revenue management program.

Assist GM with timely completion and submission of various corporate reports, on both ongoing and specific basis.

Ensure timely receipt and verify coverages on certificates of insurance from event licensees, tenants, subcontractors, and contractors. Work with insured parties and their agents to ensure any needed adjustments are made.

Assist GM with the preparation of, submission, and receipt of event license agreements.

Plan conferences and meetings, make travel reservations, and keep a calendar of appointments for the General Manager, AGM, and other Directors as needed.

Assist with timely preparation and submission of expense reports in compliance with company requirements,

Create and maintain event files, compiling all related information for ease of reference.

Oversee purchase process and systems for administrative office including office supplies, photocopiers, postage machines, and other general purchase needs.

Manage Administrative Assistant as a direct report, overseeing and directing schedule and duties including but not limited to telephone service, mail services, lost and found, conference room use, service to in-person visitors, and support to other departments.

Oversee training programs and materials of event receptionists.

Assist with planning special events for staff, i.e., holiday events, company picnics, etc.

Oversee internal ticket request, approval, and distribution process under the direction of the General Manager.

Meet with vendors and negotiate contracts for new office equipment, services, or materials as needed.

Work extended and/or irregular hours including nights, weekends & holidays as needed,

All other duties and responsibilities as assigned.

KNOWLEDGE, SKILLS & ABILITIES

Operate a personal computer using Windows, Word, Excel PowerPoint, and other standard office equipment.

Maintain an effective working relationship with clients, patrons, employees, exhibitors, and others encountered in the course of employment.

Follow oral and written instructions and communicate effectively with others in both oral and written form.

Work independently, exercising judgment, and initiative.

Organize and prioritize work to meet deadlines.

Work effectively under pressure and/or stringent schedule and produce accurate results.

Remain flexible and adjust to situations as they occur.

EDUCATION AND/OR EXPERIENCE

Two (2) years of college-level business training

Three (3) years of experience in a corporate or top executive administrative support position; or an equivalent combination of education and experience.

ASM Global is an Equal Opportunity/Affirmative Action employer and encourages Women, Minorities, Individuals with Disabilities, and protected Veterans to apply. VEVRAA Federal Contractor.