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Objective: To provide high-level administrative support and coordination for the Vice President, ensuring seamless day-to-day operations and efficient execution of key responsibilities.

Essential Functions:

+ Office Operations Management: Oversee and support all administrative duties in the office to ensure smooth and efficient operations.

+ Reception Duties: Serve as the point of contact for the Vice President, including greeting visitors and managing calls as needed.

+ Travel Coordination: Arrange comprehensive travel plans for the Vice President and accompanying personnel, covering flights, accommodations, and ground transportation.

+ Expense Management: Process credit card statements by reconciling charges, disputing questionable transactions, and maintaining organized records of receipts.

+ Confidentiality: Safeguard all sensitive information encountered while performing duties.

+ Collaboration: Liaise with team members and other departments to ensure timely completion of tasks and projects.

+ Meeting Preparation: Organize materials, presentations, and technology required for the Vice President’s meetings and presentations.

+ Event Support: Assist in checking premium areas during stadium events with attendance exceeding 10,000 and support arena events as needed.

+ Cross-Department Liaison: Act as a representative for the executive team, fostering relationships and communication across all departments.

+ Scorecard Facilitation: Collect and consolidate data for the monthly Scorecard Presentation, ensuring timely delivery and accuracy.

+ Leadership Meetings: Prepare agendas and materials for monthly Leadership Team Meetings.

+ Document Management: Create and maintain organized files of correspondence, reports, and other key documents.

+ Communication and Reporting: Draft, edit, and format correspondence, spreadsheets, and reports with a focus on professionalism and attention to detail.

+ Project Management: Execute special projects with regular progress updates, ensuring deadlines are met without prompting.

+ Office Support: Perform a variety of ad hoc office manager duties to maintain a well-functioning workspace.

+ Event Planning: Organize key events such as QLM meetings, CWFS’s annual Kick-Off Party, and team-building activities, including logistics and on-site support.

+ Accounting Assistance: Prepare reports and support accounting tasks for the Vice President.

+ Front Desk Relief: Provide front desk support as needed.

Requirements

+ Professionalism: Exhibit a friendly and positive demeanor with clients, colleagues, and stakeholders.

+ Accuracy and Organization: Deliver error-free work and maintain an organized workspace.

+ Proactive Follow-Through: Track and complete tasks independently, ensuring progress is communicated regularly.

+ Prioritization: Demonstrate an ability to balance competing priorities effectively.

+ Anticipation and Initiative: Foresee the needs of the executive team and act without prompting.

+ Technical Aptitude: Be proficient with office technology and software, serving as a resource for team members.

+ Time Management: Manage multiple tasks with a sense of urgency while maintaining high standards.

+ Leadership and Stability: Handle complex projects calmly and competently, fostering collaboration.

+ Growth Mindset: Embrace feedback, challenges, and opportunities for personal and professional development.

Education:

+ Bachelor’s degree or equivalent work experience.

Experience:

+ Minimum of 5 years in an administrative or executive assistant role.

Travel Requirements:

+ None.

Knowledge, Skills, and Abilities:

+ Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Publisher).

+ Familiarity with CRM databases (preferred).

+ Strong communication and organizational skills.

+ Ability to handle sensitive information with discretion.

Benefits

Health Insurance

Dental Insurance

Unlimited Paid Time Off

401k Company Match