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Executive Assistant/Office Coordinator

2 weeks ago

Conshohocken, PA, United States AEG Full time
In order to be considered for this role, after clicking "Apply Now" above and being redirected, you must fully complete the application process on the follow-up screen.

POSITION: Executive Assistant/Office Coordinator

DEPARTMENT: Administration

FLSA STATUS: Salaried, Exempt

LEGENDS GLOBAL

Legends Global is the premier partner to the world's greatest live events, venues, and brands. We deliver a fully integrated solution of premium services that keeps our partners front and center through our white-label approach.

Our network of 450 venues worldwide, hosting 20,000 events and entertaining 165 million guests each year, is powered by our depth of expertise and level of execution across every component - feasibility & consulting, owner's representation, sales, partnerships, hospitality, merchandise, venue management, and content & booking - of world-class live events and venues.

The Legends Global culture is one of respect, ambitious thinking, collaboration, and bold action. We are committed to building an inclusive workplace where everyone can be authentic, make an impact, and grow their career.

Winning is an everyday thing at Legends Global. We have the best team members who understand every win is earned when we come together as one unified team. Sound like a winning formula for you? Join us

THE ROLE

Legends Global is seeking a highly organized, proactive, and detail-oriented Executive Assistant / Office Coordinator to support our senior leadership team in Norwalk, CT. This role is critical in ensuring the smooth operation of executive-level functions, including calendar management, travel coordination, and administrative support. The ideal candidate will be a self-starter with exceptional communication skills and the ability to manage multiple priorities in a fast-paced environment.

Essential Duties and Responsibilities
  • Calendar Management:
    • Coordinate and manage complex calendars for C-suite and VP-level executives.
    • Schedule internal and external meetings, ensuring optimal time management and prioritization.
    • Proactively resolve scheduling conflicts and anticipate executive needs.
  • Travel Coordination:
    • Arrange domestic and international travel, including flights, accommodations, ground transportation, and itineraries.
    • Prepare and reconcile travel expense reports in a timely manner.
  • Administrative Support:
    • Draft, edit, and format job descriptions, memos, presentations, and other business documents.
    • Handle confidential information with discretion and professionalism.
    • Support meeting preparation, including agendas, materials, and follow-up actions.
  • Executive Liaison:
    • Serve as a point of contact between executives and internal/external stakeholders.
    • Facilitate communication and ensure timely responses to inquiries and requests.
  • Office Coordination:
    • Assist with event planning, team offsites, and special projects as needed.
    • Maintain office supplies and coordinate with vendors and facilities teams.
Qualifications

To perform this job successfully, an individual must be able to perform each essential duty with energy and enthusiasm. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience
  • High school diploma required; bachelor's degree or equivalent experience preferred.
  • Minimum of 3+ years' experience as an Executive Assistant or in a similar administrative support role, ideally in a corporate or fast-paced environment.
Skills and Abilities
  • Exceptional written and verbal communication skills, with the ability to liaise effectively with senior leadership, clients, and external partners.
  • Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
  • Excellent organizational and time-management skills, with the ability to juggle competing priorities and manage multiple tasks simultaneously.
  • Proven ability to maintain confidentiality and handle sensitive information with professionalism and care.
  • Strong interpersonal skills, with a professional and friendly demeanor to effectively work with executives, staff, and external stakeholders.
  • Strong knowledge of national and international travel logistics, including visa applications, bookings, and expense management.
  • Basic understanding of budgeting, financial reporting, and expense tracking.


COMPENSATION

Competitive salary, commensurate with experience, and a generous benefits package that includes medical, dental, vision, life and disability insurance, paid vacation, and 401k plan.

WORKING CONDITIONS

Location: On Site - Norwalk, Connecticut

Physical Demands

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

NOTE:

The essential responsibilities of this position are described under the headings above. They may be subject to change at any time due to reasonable accommodation or other reasons. Also, this document in no way states or implies that these are the only duties to be performed by the employee occupying this position.

Legends Global is an Equal Opportunity/Affirmative Action employer, and encourages Women, Minorities, Individuals with Disabilities, and protected Veterans to apply. VEVRAA Federal Contractor.