Administrative Support Specialist

3 weeks ago

Dallas Texas, United States Oak View Group Full time
About the Role

We are seeking a highly skilled and experienced Administrative Support Specialist to join our team at Oak View Group. This is an exciting opportunity to work in a dynamic and fast-paced environment, providing administrative support to our executive team and contributing to the success of our organization.

Key Responsibilities
  • Provide independent administrative support to the General Manager and Assistant General Managers, maximizing executive productivity and ensuring department efficiency.
  • Supervise administrative personnel and ensure the front desk is covered during all operational hours.
  • Effectively manage the General Manager and Assistant General Managers' calendars, scheduling appointments and arranging travel itineraries as needed.
  • Prepare clear, concise, and timely reports, presentations, correspondence, and other written materials.
  • Establish and maintain effective, positive working relationships with stakeholders, creating agendas and recording meeting minutes.
  • Main point of contact for preparation of OVG Self-Assessment, working with all stakeholders to ensure accurate reporting.
  • Prepare weekly reports for the City of Dallas, ensuring timely input from all departments.
  • Assist the Human Resources team in facilitating human resources responsibilities, events, or meetings.
  • Provide accounting support to company departments, reconciling sales reports and overseeing document coding.
  • Provide general office and clerical support, including preparation of weekly packages to corporate, copying, filing, correspondence, and telephone inquiries.
  • Work with Assistant General Manager to coordinate construction, demolition, and renovation schedules, with experience in change orders and planning.
Requirements
  • Bachelor's degree or equivalent required.
  • A minimum of 4 years of experience providing administrative support to executive teams.
  • A minimum of 2 years of previous supervisory experience.
  • Consistent and reliable attention to detail, accuracy, and validity.
  • Experience working in a construction/renovation environment a plus.
  • Ability to multi-task in a fluid, event-driven environment, working well under pressure of deadlines.
  • Capable of successfully interacting and collaborating with a diverse spectrum of individuals calmly, professionally, and supportively.
  • Excellent organizational and time management skills, with ability to delegate tasks as required.
  • High level of proficiency with Microsoft Office required, experience with Canva and Adobe a plus.
  • Extensive experience preparing spreadsheets and reports.
  • Ability to adhere to the highest standards of ethics, integrity, professionalism, and discretion.
  • Ability and willingness to work extended hours, as required by business necessity.
  • Excellent written and verbal communication skills.
  • Ability to adapt to new concepts and exhibit resourcefulness/initiative in problem-solving.
  • Calm and focused, able to interface with staff and clients while working on multiple projects simultaneously.
  • Versed in proper office/organizational/business etiquette.
  • Highly developed administrative and general office skills.

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