Sports Administrative Assistant

2 months ago

Salt Lake City, United States Visit Salt Lake Full time

Job Summary

Salt Lake is a place where elevation meets aspiration. An active urban city set at the foot of spectacular mountains. A place for open minds and fresh perspectives. This is an exciting time to be in Salt Lake: a brand new $5.1B SLC International Airport expansion, a recently opened 700-key Hyatt Regency convention hotel, several new hotels in the development pipeline, population and business growth (Utah has been the fastest growing state in the nation since 2010, primarily driven by Salt lake), host of the 2023 NBA All-Star Game and recently announced as the host of the 2034 Winter Olympics…Salt Lake is on fire, and we’re just getting started.


To capitalize on this incredible growth and to achieve Visit Salt Lake’s ambitious vision, we’re seeking a proactive, highly organized, and detail-oriented Sports Administrative Assistant to provide executive-level support to the Chief Sports Officer. The ideal candidate will have strong administrative skills, the ability to manage multiple tasks efficiently, and the confidence to handle confidential matters with discretion. This position will also involve a variety of general office management tasks to help maintain a smooth and efficient work environment.


Primary Responsibilities

  • Serve as the primary point of contact for internal and external communications on behalf of the C-Suite executive.
  • Manage and organize the executive’s calendar, scheduling appointments, meetings, and events.
  • Coordinate travel arrangements, including flights, accommodations, transportation, and itineraries.
  • Prepare, review, and edit reports, presentations, and other executive-level documents.
  • Handle confidential information and sensitive communications with professionalism and discretion.
  • Assist in preparing materials for meetings, including agendas, reports, and presentations.
  • Take meeting minutes, track follow-up items, and ensure timely completion.
  • Arrange and coordinate internal and external meetings, conferences, and events as needed.
  • Maintain office supplies, equipment, and manage relationships with vendors.
  • Help with reception duties when required, including greeting guests, answering phones, and managing correspondence.
  • Oversee the organization of physical and digital files and documents, ensuring proper storage and easy retrieval.
  • Provide general administrative support to the broader Sports team as needed.
  • Support the Chief Sports Officer with various ongoing projects, ensuring deadlines are met and deliverables are of high quality.
  • Input, process and update leads, definite bookings, lost business, and cancellations.
  • Assist Sports Sales team with preparing bid proposals & site inspection itineraries.
  • Additional duties as assigned by the Chief of Sports.


Qualifications

  • Minimum of 3 years of experience as an administrative assistant, preferably supporting senior-level executives.
  • Experience in office administration or project management is a plus.
  • Excellent verbal and written communication skills.
  • Strong organizational and time management skills, with an ability to prioritize tasks effectively.
  • High attention to detail and the ability to maintain a high level of accuracy.
  • Proficiency with office software, including Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Google Workspace.
  • Ability to work independently and proactively in a fast-paced environment.
  • Strong interpersonal skills and the ability to build relationships across the organization.
  • Ability to handle sensitive and confidential information with the utmost discretion.
  • Adaptability to handle shifting priorities and deadlines.
  • Positive attitude, a strong work ethic, and commitment to teamwork.
  • Interest in sports or the local sports community is a plus.


Working Conditions

  • This role will be primarily office-based with occasional remote work flexibility.
  • May require occasional evening or weekend availability for special events or projects.


Benefits Package

Insurance: medical, dental, vision, life, long-term disability. 401(k) plan, Vacation, Sick, Personal Days, and major holidays PTO.


Application

Interested candidates are encouraged to submit their resume and cover letter at HRvisitSL@visitsaltlake.com.


Visit Salt Lake is an equal-opportunity employer. We value diversity and encourage applicants from all backgrounds to apply. Only qualified candidates will be contacted for an interview. We thank all applicants for their interest in joining our team.


Final candidates will be subject to a background and reference check. E/O/E

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