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Executive Assistant | Mobile Convention Center

3 months ago

Mobile, United States teamworkonline Full time

Overview

This role serves as critical support to the GM and AGM.  The position requires a high level of confidentiality and discretion while providing excellence in customer service.  Primary responsibilities include managing schedules, coordinating meetings, handling correspondence, presentations, reports, and research.  Acting as the primary liaison amongst leadership, corporate, staff, clients, contract partners, and other key internal and external stakeholders. They must possess strong organizational and communication skills, attention to detail, and proficiency in office software. Multitasking effectively is an essential quality for success in this role.

 

This role will pay a salary of $26.00hr to $30.00hr.

 

For FT roles: Benefits: Health, Dental and Vision insurance, 401(k) savings plan, 401(k) matching, and paid time off (vacation days, sick days, and 12 holidays).

 

expires 7/01/2024

Responsibilities

  • Organize and expedite General Manager’s correspondence, as well as provide administrative support to other departments as requested
  • Manage travel arrangents for General Manager 
    • Supervise/Train/Schedule all Receptionists
    • Perform all word processing and spreadsheet related duties
    • Open and distribute all MCC mail as well as stamp and prepare all outgoing mail
    • Log-in, endorsement and date stamp all checks on a daily basis and forward to
    accounting; provide copy of log-in sheet to Civic accounting
    • Coordinate in-house signage and perform daily updates on the informational
    monitors, exterior and interior marquees
    • Update and distribute event reservation summary
    • Monitor and update contracts and addendums in event files
    • Prepare all License Agreements
    • Receive from booking: Contract info & Estimate
    • Create and Print Rent Waiver to the City, if required
    • Make Contract File -include all paperwork and manage file distribution
    •Manage monthly calendar and distribbution to departments
  •  Update/maintain all contract files
    • Make sure all paperwork is scanned into booking system as they are received
    • File completed file in the filing cabinet in assigned area
  • Inventory and order ofice supplies
    • All other duties as assigned

Qualifications

  • Associates degree from accredited college or university with major coursework in accounting or finance preferred, but not necessary.
  • Mnimum of 1 year accounting experiance 
  • Solid understanding of and ability to apply generally accepted accounting principles and procedures.
  • Strong interpersonal skills necessary, including excellent verbal and written communication skills.
  • Excellent organization skills.
  • Ability to work independently and as part of a team.
  • Sage 100 and ADP Payroll Software experience preferred but not necessary; will train.
  • Proficient in Mocrosoft Office