Administrative Assistant

Provide various administrative and operational support to the Director of Sales, Director of Events Services, and team. Coordinate the daily operations of the office which requires close coordination with all team members.

Essential Duties & Responsibilities

• Draft letters, reports and other correspondence in a timely and accurate manner. Compose routine correspondence not requiring a supervisor's attention.
• Receive, screen and log telephone calls and visitors in a professional manner. Provide routine information regarding event operations, policies, and procedures, etc. using event overviews, weekly event meeting notes and other sources of pertinent information.
• Receive, route and file incoming and outgoing correspondence and ensure timely replies and/or action. Review all correspondence to keep abreast of all activities and other critical information.
• Maintain and ensure accurate account of all event details, records and files, including those contained in the event booking software VenueOps.
• Keep abreast of all office functions, company policies and procedures, and daily activities, answering related internal and external questions within authority.
• Maintain and order all necessary supplies, materials, and services for the facility, including office equipment (i.e., office supplies, stationary, copier, fax machine, postage machine, etc.).
• Provide assistance with client relations and Marketing & PR activities as assigned.
• Assist Sales with contracts and data entry in VenueOps as needed.
• Assist Event Services with data entry in VenueOps and gather all required information for event settlements.
• Maintain employee directory.
• Participate in Sales meetings and Event Services meetings. Take minutes and answer pertinent questions as applicable. Update spreadsheets, sales reports, and maintain accurate records per company standards .
• Perform other duties as assigned.