Office Manager

Oak View Group

Oak View Group is the global leader in venue development, management, and premium hospitality services for the live event industry. Offering an unmatched, 360-degree solution set for a collection of world-class owned venues and a client roster that includes the most influential, highest attended arenas, convention centers, music festivals, performing arts centers, and cultural institutions on the planet.

Position Summary

The Office Manager/Receptionist will be responsible for maintaining daily office operations, providing administrative support, and creating a welcoming environment for employees, guests, and visitors. Primary administrative duties may include, but are not limited to, ordering and managing office supplies, calendar support, coordination of meetings, and general clerical duties. This position is also responsible for representing the organization professionally by answering incoming calls and emails, properly responding to or routing them, taking messages, assisting guests with information, returning lost and found items, and greeting visitors. It is critical that the Office Manager/Receptionist is able to multi-task, organize and prioritize tasks, and willingly assist staff where needed.

This role will pay an hourly rate of $20.00-$24.00

Benefits for Part-Time roles: 401(k) Savings Plan and 401(k) matching

This position will remain open until December 31, 2025.

About the Venue

Our goal is to prepare this one-of-a-kind community facility for its "Next Act" by replacing or restoring most systems, installing new seats, sound, and lighting, adapting the structure to meet current ADA requirements, and providing the theatre with modern facilities needed to provide Palm Springs and the Valley with a venue accessible and affordable for everyone. Exciting new developments include: SAVE, RESTORE, REOPEN

When we began this project, our 'slogan' was "Help Save the Plaza Theatre" but now that the restoration is in progress, we're focusing on the finish line, and are now saying "Help REOPEN the Plaza Theatre." The restoration project is well underway. Woodcliff Construction of Los Angeles has been working on comprehensive renovation of the historic building since March, 2024. The restoration work will take approximately one year to complete, allowing the Plaza Theatre to open in late 2025.

The Palm Springs Plaza Theatre will once again become a major economic driver for the City, generating millions in economic activity by bringing hundreds of visitors and locals per week to the downtown to see quality entertainment. The Foundation has partnered with Oak View Group to bring diverse high-quality programming. When restored, the Plaza Theatre will be the only place available for the entire community to come together and utilize it as an affordable community venue showcasing diverse programming for all people, local youth organizations, promoting multicultural programming in film, music, live theater, education, comedy, and entertainment for all.

Responsibilities

• Provide general office, administrative, and clerical support, including but not limited to: copying, filing, correspondence, meeting coordination, etc.
• Answer phone call and email inquiries professionally and accurately. Greet and assist in-person visitors. Reroute applicable inquiries to the proper departments.
• Keep detailed and accurate records of visitor requests and of calls received
• Manage post-even lost & found inquiries and returns
• Perform office management functions, including but not limited to: communicating with building management, maintaining contact lists, coordinating office maintenance and repairs, working with vendors, etc.
• Assist the General Manager and Assistant General Manager with calendar scheduling and other tasks as assigned.
• Oversee office supplies, equipment, and kitchen items, maintaining inventory and ordering as needed.
• Oversee the employee dining and kitchen area daily, ensuring cleanliness, dishwashing, and coffee machine maintenance.
• Manage general office upkeep, including ensuring common areas remain tidy.
• Handle incoming and outgoing mail, including daily post office pickups.
• Receive, sort, and distribute package deliveries.
• Assist with organizing corporate and community events, from planning stages through execution. This includes coordinating with vendors, managing invitations, overseeing event logistics, and more.
• Support meetings and engagements, including preparing agendas, securing meeting space, and organizing briefing materials.
• Contribute to team efforts, foster a culture of collaboration, support, and mutual respect within the workplace.
• Other duties as required/requested.

Qualifications

• 2+ years' experience in a receptionist or office manager role is preferred
• Experience in hospitality/theatre/live entertainment, a plus
• Excellent oral and written communication
• Friendly, professional attitude with the ability to be proactive and resourceful
• Guest-service focused, able to kindly and confidently answer guest inquiries
• Outstanding organizational, time-management, and multi-tasking skills
• Intermediate to advanced computer skills, including Outlook, Word, PowerPoint, and Excel
• Ability to work in fast-paced environment and work under pressure
• Flexible team player that maintains cooperative working relationships with company and business contacts
• Strong attention to detail, accuracy, and validity
• Ability to work in a fast-paced, changing environment.
• Must work well under the pressure of deadlines.
• Willingness to work evenings, weekends, holidays, as required by the events or business needs

Strengthened by our Differences. United to Make a Difference

At OVG, we understand that to continue positively disrupting the sports and live entertainment industry, we need a diverse team to help us do it. We also believe that inclusivity drives innovation, strengthens our people, improves our service, and raises our excellence. Our success is rooted in creating environments that reflect and celebrate the diverse communities in which we operate and serve, and this is the reason we are committed to amplifying voices from all different backgrounds.

Equal Opportunity Employer

Oak View Group is committed to equal employment opportunity. We will not discriminate against employees or applicants for employment on any legally recognized basis ("protected class") including, but not limited to veteran status, uniform service member status, race, color, religion, sex, national origin, age, physical or mental disability, genetic information or any other protected class under federal, state, or local law.

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