Administrative Assistant to the President

2 months ago

Pensacola, United States Northwest Florida Professional Baseball, LLC Full time

The Administrative Assistant position is responsible for performing clerical and administrative tasks to support the President of Studer Entertainment and Retail and contribute to improving the overall operations and functionality of the organization. Some daily responsibilities will include preparing correspondence, receiving visitors, arranging conference calls, scheduling meetings, setting up travel arrangements, and taking notes at meetings. The Administrative Assistant will manage a large, diverse workload and must know how to prioritize tasks in a fast-paced environment.

Essential Functions
  • Manage the President's day-to-day calendar, including making appointments and prioritizing the most sensitive matters.
  • Screen all incoming phone calls, inquiries, visitors, and correspondence, and route accordingly.
  • Read, research, and route correspondence; draft letters and documents; collect and analyze information; and initiate telecommunications.
  • Plan and schedule meetings, conferences, teleconferences, and travel.
  • Maintain confidentiality of highly sensitive information.
  • Prepare reports, presentations, and data, as well as maintain files, records, and correspondence for meetings.
  • Create meeting agendas, attend meetings as requested, take meeting minutes and distribute information.
  • Follow up with leaders on action items requested by President.
  • Draft and update processes and procedures.
  • Track and submit credit card receipts.
  • Maintain office organization and filing.
  • Keep inventory of office supplies and order as needed.
  • Sort and deliver incoming mail; take packages to shipping centers (i.e. FedEx, UPS).
  • Attend and assist with events as needed.
  • Perform all other duties as requested or directed to ensure the continued function of the organization.
Requirements Knowledge, Skills, & Abilities
  • Must be able to handle sensitive information with the highest degree of integrity and confidentiality.
  • Exceptional customer service skills.
  • Maintain professional attitude and appearance at all times.
  • Ability to research and resolve issues independently with moderate supervision.
  • Able to multi-task, possess a high level of attention to detail and maintain a high level of organization and time management skills.
  • Excellent verbal and written communication skills.
  • Proficient in Microsoft Office mandatory (Word, Excel, Outlook, PowerPoint).
  • Personal mode of transportation required.
  • Must adhere to all company policies and the Standards of Behavior.
Education & Experience

A four-year degree in a business-related field preferred or two years’ experience and/or training required or equivalent combination of education and experience.

Physical Requirements

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. The key physical requirements of this position include the ability to walk and stand for an extended period of time, lift up to 15 pounds, and the use of standard kitchen and office equipment including computers.

Position Type & Expected Hours of Work

This is a full-time, regular, nonexempt position. Typical days and hours of work are Monday through Friday, 9 AM to 5 PM, but hours could vary to include nights and weekends, some holidays, company events and other business needs.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

EEO Statement

The Pensacola Blue Wahoos provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

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