Administrative Assistant

4 weeks ago

Oklahoma City, Oklahoma, United States ASM Global Full time

Position Summary

Provide a variety of administrative and operational support to the Director of Sales, Director of Events Services, and the Sales, Marketing and Event Services team. Coordinate the daily operations of the office which requires close coordination with all team members.

Essential Duties & Responsibilities

  • Draft letters, reports and other correspondence in a timely and accurate manner. Compose routine correspondence not requiring a supervisor's attention.
  • Receive, screen and log telephone calls and visitors in a professional manner. Provide routine information regarding event operations, policies, and procedures, etc. using event overviews, weekly event meeting notes and other sources of pertinent information.
  • Receive, route and file incoming and outgoing correspondence and ensure timely replies and/or action. Review all correspondence to keep abreast of all activities and other critical information.
  • Maintain and ensure accurate account of all event details, records and files, including those contained in the event booking software VenueOps.
  • Keep abreast of all office functions, company policies and procedures, and daily activities, answering related internal and external questions within authority.
  • Maintain and order all necessary supplies, materials, and services for the facility, including office equipment (i.e., office supplies, stationary, copier, fax machine, postage machine, etc.).
  • Provide assistance with client relations and Marketing & PR activities as assigned.
  • Assist Sales with contracts and data entry in VenueOps as needed.
  • Assist Event Services with data entry in VenueOps and gather all required information for event settlements.
  • Maintain employee directory.
  • Participate in Sales meetings and Event Services meetings. Take minutes and answer pertinent questions as applicable. Update spreadsheets, sales reports, and maintain accurate records per company standards .
  • Perform other duties as assigned.

Supervisory Responsibilities

  • None

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

  • High School diploma or GED equivalent.
  • A minimum of one (1) year experience in an administrative support position; or an equivalent combination of education and experience.

Certificates, Licenses, Registrations

  • None

Skills and Abilities

  • Must possess excellent customer service.
  • Effectively follow oral and written instructions and communicate effectively with others in both oral and written form.
  • Ability to type accurately at a proficient speed.
  • Organize and prioritize work to meet deadlines.
  • Work effectively under pressure and/or stringent schedule and produce accurate results.
  • Maintain an effective working relationship with clients, patrons, employees, city offices and other encountered in the course of employment.
  • Ability to work in a fast-paced environment.
  • Must be able to multi-task between job functions
  • Must be a team player
  • Ability to function independently with minimal supervision and take initiative as applicable.
  • Flexibility and ability to adjust to situations as they occur.

Computer Skills

  • Operate a personal computer using Windows and Microsoft Office software with strong Word, PowerPoint, and Excel skills. Ability to operate event booking software VenueOps.
  • Operate standard office equipment including phone, copier, scanner, postage and fax machines.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • While performing the duties of this job, the employee is regularly required to move around the facility; talk and hear.
  • This position may require work inside or outside of the building, as needed for events.
  • The employee may occasionally lift and/or move up to 25 pounds in office supplies, etc.
  • This position requires minimal stooping and lifting, but substantial sitting and typing. Must be able to sit for long periods of time.

NOTE: The essential responsibilities of this position are described under the headings above. They may be subject to change at any time due to reasonable accommodation or other reasons. Also, this document in no way states or implies that these are the only duties to be performed by the employee occupying this position.

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


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