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Administrative Assistant

1 month ago

Louisville, United States PRESTIGE AUDIO VISUAL INC Full time
Job DescriptionJob Description

JOB TITLE: Administrative Assistant

Reports To: Director, of AV Services

Status: Hourly Non-exempt

Hours: 8:30-5:30 Monday – Friday

SUMMARY:

Delivering on “The Prestige Way”; upholding our Core Values, Company Mission, and Company Vision everywhere the work environment may take you - on the road or at the office.

The primary role of the Administrative Assistant will be to support the daily and project activities of Prestige’s Sales/Account Managers and Project Managers based in Louisville and at the KY Venues facilities. This role is best suited for someone with strong organizational skills, excellent communications skills, customer service focused (internal/external) and can take direction and be self-directed. The list of duties and responsibilities is not to be considered an exhaustive list but should represent the core areas of focus and attention for this role.

ESSENTIAL FUNCTIONS (include, but are not limited to…)
  • Administrative tasks assigned by Supervisor
  • Miscellaneous administrative tasks assigned by Sales and Project Managers
  • Quote and Order Entry “Express” to include Sales CRM solution.
  • Sub rental procurement, processing, and scheduling (Order, PO, Payments, Timing)
  • Labor Scheduling – Internal and External (working with TD and Operations Manager)
  • Ensuring projects are properly up to date on company “Show List”
  • Updating Rental Orders & PO for invoicing, processing, and payment
  • Manage Exhibit Orders.
  • Securing services with venues regarding power, house sound and other venue services.
  • Submitting per diems
  • Ordering trucking and shipping
  • Scheduling flights and lodging as necessary
  • Creating checklists and proactively supporting Sales/Project Managers to ensure they perform necessary functions in a timely manner
  • Creating reports on projects and tracking key
  • Communicate with client at direction of Sales or Project Manager on specific event aspects
  • Provide back-office support for Sales and PM
  • Respond to RFP and other sales support
  • Schedule Appointments for Sales Team
  • Attend site checks as needed
  • Provide onsite support for large or detailed projects
  • Assist with administrative tasks and answering phones when necessary
  • Reports for sales, operations, and productions
SPECIAL CHARACTERISTICS/KNOWLEDGE:

Skills:

  • Proven experience as an Administrative Assistant, Virtual Assistant, or Office Admin Assistant
  • Knowledge of office management systems and procedures
  • Working knowledge of office equipment, like printers and fax machines
  • Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
  • Excellent time management skills and the ability to prioritize work
  • Attention to detail and problem-solving skills
  • Excellent written and verbal communication skills
  • Strong organizational skills with the ability to multi-task
  • Abilities to work in industry related software such as Ungerboeck and IntelliEvent

Optional:

  • Photoshop, VectorWorks, & other industry software applications.
  • Social Media
  • AV and production experience helpful but not necessary

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

The physical demands and work environment characteristics 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.

Physical Demands:

  • Employee is frequently required to sit; stand or walk for long periods of time (minimum 4 hours); use hands to finger, handle or feel objects, tools, or controls; reach with hands and arms; climb stairs; balance; bend, twist, push, pull, stoop, kneel, crouch or crawl; talk and hear. Employee may occasionally lift and/or move up to 50 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment:

  • The duties of this position are performed indoors in an office and/or warehouse environment. site.
PREFERRED QUALIFICATIONS:

Experience:

  • 1-2 years industry
  • 2+ years as an assistant
Education / Training:
  • High School degree: additional qualification as an Administrative Assistant will be a plus
  • A Bachelor’s or Associates degree from an accredited college or university with major course work in Show Production, or a closely related field preferred; equivalent experience accepted.
  • General education requirements in the areas of communication, social science, natural science, and humanities provide analytical and communication skills as well as a global perspective of diverse cultures.