Administrative Assistant to Executive

13 hours ago

Augusta, United States Augusta National Golf Club Full time

The primary responsibility of the Administrative Assistant is to provide administrative support to the Chief Commercial and Content Officer (CCCO) and other Senior Directors in the Business Affairs Area (including Senior Director, Legal and Senior Director, Business Development) ("Management") in an efficient manner while maintaining strict confidentiality of all Club business. A key function of this role is to coordinate activities of the Business Affairs department and keep Management informed of any matters that merit attention.

Essential Functions of the Job

  • Creates appropriate documents, including presentations and agendas for meetings. Develops a follow-up process post meetings with staff and other stakeholders.
  • Responsible for scheduling and managing the CCCO's calendar including prioritizing and resolving related conflicts and competing demands, proactively scheduling important meetings with internal and external individuals to ensure all commitments and deadlines are met, and maintaining an organized office.
  • Builds and updates department travel itineraries. Maintains itineraries and schedules meeting logistics based on e-mail correspondence, limited instruction, and follow-up from management.
  • Composes, prepares and distributes approved correspondence for and on behalf of the Business Affairs department to include but not limited to e-mail, memoranda, letters, telephone correspondence, department records, shipping duties, and visitor notification in a detailed, accurate, and timely manner.
  • Creates and maintains efficient business document and computer filing procedures. Classifies all business documents in conjunction with Management. Maintains, rotates, scans, and indexes business documents in computer archive systems.
  • Demonstrate the ability to work across multiple departments for planning efficiency, leverage best practices, and stay informed of key initiatives both internal and external.
  • Receives incoming phone calls and implements appropriate routing and/or response procedures.
  • Coordinates Tournament credentials for sponsors, licensees, and business associates.
  • During Masters Week, processes credential changes as required, coordinates department meeting schedules, greets visitors, and ferries information seamlessly between third parties and Business Affairs department.
  • Drafts, revises, and tracks versions of business contracts under the direction of the department management. Responsible for production of legal copies, appropriate routing of relevant contract information, and follow-up procedures. Alerts the CCCO and Senior Director, Legal of contract renewal dates, anniversary dates, and call to action items.
  • Manages contract administration and management through Contact Lifecycle Management Platform.
  • Manages contract template database and requests for template agreements from various Club departments.
  • Assists with preparation and review of non-disclosure agreements.
  • Maintains trademark records and files. Responds to clerical requests from outside trademark attorneys. Monitors trademark correspondence to Business Affairs Department and is generally aware of active trademark issues.
  • Physical demands are outlined immediately below.
Physical Demands
  • Acceptable level of hearing and vision to perform job duties.
  • Occasionally required to walk and work with hands and arms, lift up to 25 pounds and/or drive a golf cart.
  • Constantly required to sit, sometimes for several hours at a time, and use their hands and fingers to operate a computer.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Other Duties and Responsibilities
  • Supports the Corporate Administration department by providing support to the Executive Assistant as needed.
  • Follows approved Club procedures in scheduling travel arrangements. Requests domestic and foreign currency for Business Affairs trips.
  • Receives and processes invoices for the department and works with the Finance department to ensure timely payment. Processes expense reports and check requests for the department. Reconciles monthly credit card statements/expense reports.
  • Receives, organizes, and prioritizes incoming correspondence.
  • Coordinates the maintenance of Business Affairs office equipment and orders office supplies for the main supply room.
  • Understands and uses ANGC Intranet to compose proper request forms for various needs and tracks status.
  • Receives and directs visitors.
  • Schedules meeting rooms and ensures proper setup to include but not limited to necessary equipment and refreshments.
  • Assists in the preparation of, and may attend, as requested, the International Broadcast Party during Masters Week.
  • Maintains automated mailing lists of business contacts.
  • Attends seminars and workshops for continued professional growth and development.
  • Performs other duties deemed by management to be an integral part of the job
Qualifications:

Skills/Knowledge/Attributes:
  • Must be a self-starter, inquisitive, confident and resourceful in managing tasks.
  • Effective written and verbal communication skills.
  • Good telephone skills.
  • Efficient organizational skills.
  • High attention for details.
  • Ability to handle repetitious job tasks.
  • Good time management skills with the ability to prioritize multiple tasks.
  • Proficient in Windows based computer applications, including Microsoft Outlook, Microsoft Word, Microsoft Excel, and Internet Explorer, as well as computer network file organization.
Relative Experience/Education:
  • Minimum of five years of administrative experience in an office environment.
  • Previous experience in contract administration or paralegal field preferred.
  • High school diploma or equivalent required, continuing education in business and/or related field preferred.
  • Preference of experience in sports, media, hospitality or entertainment.
Required License(s):
  • Possess a valid driver's license and/or successfully completes the Club's internal motor vehicle training program.


Projected Work Schedule:

Normal work hours are 8:30 am to 5:00 pm, Monday through Friday. Must be available to work nights, weekends, and holidays.

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