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Position Announcement: Administrative Assistant

Facility: ASM Richmond – Altria Theater & Dominion Energy Center

POSITION: Administrative Assistant

DEPARTMENT: Administration

REPORTS TO: General Manager – Altria Theater

FLSA STATUS: Salaried – Non-Exempt

Administrative Assistant

Position Summary:

ASM Global—Richmond, the leader in privately managed public assembly facilities, has an excellent and immediate opening for an Administrative Assistant. Under the general direction of the General Manager of Altria Theater, the Administrative Assistant serves as the office manager of the administration offices for Altria Theater and Dominion Energy Center. This individual is responsible for the weekly daily activities required to answer incoming calls, oversee lost & found program, schedule part-time receptionists during performance evenings, assist both General Managers in calendar management among other duties as defined below.

Essential Duties and Responsibilities:

• ASM Richmond is seeking a skilled Administrative Assistant to deliver efficient secretarial and administrative support in a well-organized and timely manner.

• This role involves working closely with executives, handling various tasks to streamline their work and communications. As an individual contributor, you will provide personalized assistance, ensuring smooth operations and effective communication.

• Your responsibilities will range from managing schedules and correspondence to organizing meetings and maintaining confidentiality.

• We require someone who is proactive, detail-oriented, and possesses exceptional organizational and communication skills.

• Join our team and contribute to the success of our executives and the overall efficiency of our organization.

Responsibilities

• Act as the point of contact between the executives and internal/external clients

• Undertake the tasks of receiving calls, take messages and routing correspondence

• Handle requests and queries appropriately

• Maintain schedules, arrange meetings and appointments and provide reminders

• Make travel arrangements

• Take dictation and minutes and accurately enter data

• Monitor office supplies and research advantageous deals or suppliers

• Produce reports, presentations and briefs

• Develop and carry out an efficient documentation and filing system

This position will also provide support to RPAC Inc., under the direction of its CFO and Treasurer, (Approximately 10 hours per month on average):

• Providing all administrative support to the Treasurer

• Providing any necessary administrative support to the RPAC Board Chair, Committee Chairs, and Directors

o Set up quarterly Board Meetings conference calls

o Distribute Board Meeting materials and meeting minutes to Board Members

o Prepare Board Meeting Space, Including Establishing Quality Remote Technology as Necessary

• Coordinating with ASM and RPAA on administrative matters as appropriate

• Maintaining, in close coordination with Treasurer, ASM and McGuireWoods, all necessary RPAC documents, both current and historical, which should be on at least two separate servers, for risk management

• Any other duties that may arise.

Qualifications:

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below represent the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Requirements and skills

• Proven experience as an Administrative Assistant, Senior Executive Assistant or in other secretarial position

• Full comprehension of office management systems and procedures

• Excellent knowledge of MS Office

• Proficiency in English

• Exemplary planning and time management skills

• Up-to-date with advancements in office gadgets and applications

• Ability to multitask and prioritize daily workload

• High level verbal and written communications skills

• Discretion and confidentiality

• High School degree; additional qualification as personal assistant would be considered an advantage

Other Qualifications

Ability to work with limited supervision and as a team member

Requires ability to work flexible hours, including nights, weekends, and holidays, in addition to normal business hours.

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. Must be able to lift 50lbs..While performing the duties of this job, the employee is required to walk extensively.