EXECUTIVE ASSISTANT

2 months ago

Davie, United States Hard Rock Cafe Full time
Job DescriptionJob Description

Overview

The Executive Administrative Assistant is responsible for coordinating office activities including scheduling appointments, delegating work, providing information to callers, taking notes, and otherwise relieving the Department Head of clerical administrative and business related details.


Responsibilities

Essential duties include, but are not limited to:

  • Take notes on computer and/or transcribes from voice recordings involving standard business vocabulary on highly confidential company matters
  • Compose and types routine or complex correspondence and reports from rough drafts, editing format, grammar, punctuation or spelling as needed
  • Establish, maintain and, when necessary, revise department filing system
  • Screen telephone calls and visitors, ascertaining who can be re-directed.
  • Provide information to callers, including senior management and key external sources which requires a comprehensive knowledge of company policies, practices and operations
  • Perform a broad range of administrative details of a highly confidential nature on a regular basis, requiring initiative and judgment to make independent decisions for which probably errors could result in unnecessary costs
  • Maintain calendar for the Department Head, regularly arranging for meetings, conferences, and appointments. Arranges hotel and travel accommodations
  • Open and review all mail directed to the Department Head. Composes responses to routine inquiries, delegates items to subordinate managers and forwards appropriate items to the Department Head
  • Follow up on all assignments delegated to subordinate managers as to status, expected completion date, etc.
  • Record Minutes of staff meetings; distributes to appropriate personnel
  • Promote a positive public/employee relations at all times
  • Maintain a clean, safe, hazard-free work environment within area of responsibility
  • Perform all other related and compatible duties as assigned
  • Invoices
    • Following up with AP.
    • Point person for vendors to contact.
    • Marketing Budget tracking.
  • Office organization
    • Supplies
    • IT requests (for the global, regional, and local SM teams + Operations)
    • New hire setup
  • Meeting Room requests/management
  • Contracts & Vendor Registration
  • Larger Sales and Marketing Meeting
    • Catering orders
    • Printing Ahead of time
    • Agendas
  • Support with Special ordering/requests.
    • When we launch brand activations support the team with ordering assets, printing material
  • Brand decks proofing.
  • Support team in timely manner with shipping and packaging to support activations/initiatives.
  • Support team with any marketing items that have a special need or request to be sent
  • Support to keep track and accountability for all the assets that we have with our partnerships.
  • Executive meetings support
    • Compile and support all projects and deck slides
  • Brand Marketing / Partnership Support
    • WMJ access to print for SVP and review – send follow up notes for VP of Creative
    • Compile slides and decks for SVP for the brand side – i.e., Pinktober decks from Hotel and Cafe
  • Coordinate Calendar for SVP and if necessary to the Marketing Global team.
    • Sending out invites for both brand and Cafe Side.
    • Avoiding having overlapping meetings.
    • Proactive with agenda notes and support that will be needed from all participants on the call.
    • Supports in meetings by taking notes and sending recaps out in a timely manner.
    • Follow up on SVP’s behalf for any pending deadlines.
    • Ensures the correct team members have meeting invites and are included on meetings.
  • Assisting in flight, hotel bookings of SVP for business travels.
  • Supporting Elena’s and team expense report in timely manner.
  • Oversee department time off to ensure we are appropriately staffed in office.
  • Support offside storage for the cafe division: products for seasonal campaigns, guitars, gift cards, uniforms…
  • Power Hour facilitation.
  • Competitor analysis updates.
  • Collecting information about sales strategies
  • Support to pull Sales Marketing metrics, sales activations, delivery, Open table, SMG, and UNITY.
  • Support with Triple seat and Sell this Way’s reporting on a weekly basis.

Qualifications

Experience:

  • One (1) to two (2) years of related experience required
  • High School diploma or GED required, college degree preferred
  • Prior casino or hospitality executive admin experience preferred
  • Must be computer literate. Proficient experience with Microsoft Office (Outlook, Work, Excel, PowerPoint) string preferred
  • Ability to solve practical problems and deal with a variety of situations where only limited standardization exists
  • Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form
  • Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, and governmental regulations
  • Ability to write reports, business correspondence and procedure manuals
  • Ability to effectively present information and respond to questions from groups of managers, clients, customers and the general public
  • Ability to calculate figures and amounts such as discounts, interest, commissions, percentages, etc.

Work Environment:

  • Duties and responsibilities are typically performed in a professional office setting, but there may be times where you will need to be in operating areas. In these areas, you may be exposed to environmental factors including, but not limited to, second hand smoke and excessive noise.
  • While performing the duties of this job, the employee is frequently required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms, talk or hear; and taste or smell. The employee must frequently lift and/or move up to 50 pounds. Specific vision abilities required by this job include close, distance, color, and peripheral vision, depth perception and ability to adjust focus.

Disclaimer
While this is intended to be an accurate reflection of the current job, management reserves the right to revise the current job or to require that other or different tasks be performed when circumstances change, (e.g. emergencies, changes in personnel, workload, rush jobs or technical developments).

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