Executive Administrative and Finance Assistant

This position has been filled - Job#: 453376834

Job Summary

ESSENTIAL FUNCTIONS (including, but not limited to):

1.  Manages the Executive’s complex calendar with confidence.  Exercising independent judgment, schedules multiple and conflicting appointments and meetings.

2. Coordinates conference arrangements and logistical services.  Prepares and distributes itineraries and related materials.

3. Performs high level word-processing, typing and editing of correspondence, prepares agendas, memorandums, narrative documents and reports.  Prepares and manipulates detailed documents, graphs, tables, and spreadsheets; may develop and manage databases.  

4. Answers phones, screens and responds to calls; takes messages

5. Reviews, summarizes and prioritizes incoming mail for finance department.  Prepares outgoing mail and packages for shipment and coordinates shipping, handling and delivery in a timely fashion.

6. Provides administrative assistance to the Finance department which will include maintaining the files and filing system for both the CFO and Finance department.

7. Work with the finance staff to help run the employee travel and entertainment system (Concur).  

8.  Coordinates all administrative details for visitors, including greeting and escorting all scheduled visitors, coordinating conference rooms, food and beverages, calendar requests, conference rooms, A/V, travel, and other activities as needed.  Monitor status of all visitors while on-site

9. Participates in and assists finance staff with ad-hoc special projects requiring researching, compiling, analyzing and formatting data for report generation.  May establish, utilize, and maintain database systems.  May include such tasks as sales and use tax submissions.

10.  Orders, monitors and maintains office equipment and supplies. 

NONESSENTIAL FUNCTIONS:Perform other duties as assigned
GENERAL DUTIES:

1.      Will maintain an appropriate level of knowledge of Microsoft Office, web tools, and other software being used 

2.      Maintains a working knowledge of applicable policies and procedures, in order to ensure adherence in a manner that reflects honest, ethical and professional behavior.

3.      Maintains professionalism when communicating with internal and external contacts

4.      Must be accurate and efficient with ability to meet deadlines

5.      Must be detail oriented with strong organizational skills

6.      The ability to gather and analyze information skillfully and develop solutions quickly and effectively

7.      Will adjust work schedule to meet departmental demands

8.      Will keep appropriate information confidential

9.      Will accept other responsibilities and duties required by the supervisor consistent with the  objectives and essential functions of this position.  Such responsibilities shall be incorporated  into the position description if they are ongoing

LICENSING or CERTIFICATIONS:
·        A valid Driver’s License and a good driving record

QUALIFICATIONS:
1.      Associates degree or Undergraduate degree from an accredited college or university strongly preferred.  High school graduate with coursework and specialized training in administrative science and/or business office procedures is required.

2.      Demonstrated ability to adhere to, understand and articulate internal operations, services, goals, project timetables, guidelines and policies. 

3.      At least five years’ experience working with Microsoft product suite (MS Word, Excel, Power Point, and Outlook); extensive knowledge and experience with electronic mail and calendaring system. 

 4.      Ability to utilize and maintain standard office equipment, e.g., copier, fax, printer, shredder, phone system, computer, etc. 

5.      Demonstrated ability to work independently, without formal instruction and to adapt quickly to competing priorities, conflicting deadlines and unexpected assignments. 

6.      Ability to resolve problems and exercise judgment and initiative in achieving end results and maximizing outcomes. 

7.      Ability to plan, organize and accomplish assignments accurately and efficiently with a high degree of professionalism in order to garner credibility and confidence.

8.      Strong interpersonal communication skills and professional telephone etiquette skills.

9.      Exceptional verbal and professional written communication skills, using discretion and sound judgment in handling confidential and sensitive information and materials. 

10.   Analytical and problem solving skills in order to research, compile and analyze data from multiple sources with an understanding and ability to perform mathematical computations

11.   Previous experience in a professional sports or entertainment venue preferred

12.   Will adjust schedule as needed to meet work goals and time constraints.

13.   May require work out of both the Field Management Office and the Training Facility