Administrative Assistant, Executive Office

  Southeast Region
  Posted/Updated: 06/25/19

Job Summary

Job Overview
  • Assist with general office administrative and reception duties as well as the Senior VP of Tennis and Senior VP of Marketing/Television on all aspects of the department.  
Job Description
  • Answer and direct all incoming calls.
  • Provide administrative support to ensure efficient operation of the office.
  • Responsible for various daily office activities: schedules meetings, books rooms, prepares materials for shipment, orders office supplies.
  • Support all employees through a variety of tasks related to organization.
  • Customer Service – Communication with callers, guests, employees, sponsors and Hard Rock Stadium staff.
  • Schedule and keep track of meetings and individual appointments on shared office calendar.
  • Keep inventory of supplies; general office supplies and kitchen, prepare re-order, accept delivery.
  • Order and oversee catered breakfast/lunch meeting functions as required.
  • General Administrative duties; data entry, filing, etc. 
  • Opening and distributing incoming mail, FedEx and packages delivered, prepare outgoing mail.
  • Conference room scheduling and catering as required.
  • Make travel arrangement as required.
  • Submit expense reports as required.
  • Tournament Responsibilities
  • Oversee Reception Desk in South Lobby; hiring, scheduling & payroll approval.
  • Fulfillment of credentials/parking for Tournament Director guests.
  • Coordinate VIP ticket requests.
  • Schedule and keep track of meetings and appointments.
  • Oversee catering functions as required.
  • 60+ hours during month of tournament.
  • 2-3years experience.
  • Time-management and Organization Skills
  • High level communication skills
  • Detail Oriented and proactive
  • Professional demeanor
  • Customer service
  • Energetic
  • High proficiency with MS Office (Word, Excel, PowerPoint and Outlook)
  • Ability to multitask in a fast-paced event environment.
  •  Strong written and verbal communication skills.

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