<p>The Administrative Assistant provides high-level administrative support to the Director of Event Operations, serving as a trusted partner in managing day-to-day operations, communications, and strategic priorities. This role requires exceptional organizational skills, discretion, and the ability to anticipate needs in a fast-paced, dynamic environment.</p> <p>PRINCIPAL DUTIES AND RESPONSIBILITIES</p> <ul> <li>Manage and prioritize the Director's calendar, including scheduling meetings, coordinating logistics, and resolving conflicts </li><li>Prepare, proofread, and format professional correspondence, reports, presentations, and internal communications </li><li>Serve as a liaison between the Director and internal/external stakeholders, ensuring timely follow-up and clear communication </li><li>Coordinate travel arrangements, expense reporting, and event planning </li><li>Maintain confidential records and handle sensitive information with discretion </li><li>Support departmental initiatives by tracking deadlines, preparing materials, and assisting with project coordination </li><li>Monitor and respond to emails on behalf of the Director when appropriate </li><li>Assist with onboarding, compliance documentation, and procedural updates as needed </li><li>Provide backup support to other administrative staff during peak periods or absences </li><li>Maintain the cyber key system </li><li>Review, reconcile and process all invoices </li><li>Create and process purchase orders </li><li>Analyze the Operations Department annual budget and make recommendations to the Director of Event Operations </li><li>Review the monthly general ledger and determine accuracy of accounts. When necessary, communicate with other departments to correct errors. </li><li>Maintains accurate records of the Event Operations Department files and documents </li><li>Review monthly labor reports from other departments to ensure accuracy. When necessary, communicate with other departments to correct errors. </li><li>Order required office, uniforms, equipment and supplies </li><li>Other assignments as directed </li></ul> <p>Qualifications</p> <p>SKILLS, KNOWLEDGE AND ABILITIES</p> <ul> <li>Proven experience in executive-level administrative support (3+ years preferred) </li><li>Strong written and verbal communication skills </li><li>Proficiency in Microsoft Office Suite and document formatting tools </li><li>Ability to manage multiple priorities with a high degree of professionalism and confidentiality </li><li>Strong attention to detail and proactive problem-solving abilities </li><li>Experience working in a structured, compliance-driven environment is a plus </li><li>Composed and resourceful under pressure </li><li>Collaborative and approachable demeanor </li><li>Highly organized with a knack for anticipating needs </li><li>Committed to upholding organizational standards and identity </li></ul> <p>PHYSICAL REQUIREMENTS OF JOB</p> <ul> <li>Prolonged periods of sitting at a desk and working on a computer </li><li>Occasional standing, walking, bending, and lifting up to 15 pounds </li><li>Ability to operate standard office equipment (e.g., copier, scanner, telephone) </li><li>Visual acuity to read and produce documents, spreadsheets, and presentations </li><li>Manual dexterity for keyboarding and handling office supplies </li><li>May occasionally need to move between departments or attend off-site meetings </li><li>Ability to operate a golf cart safely and regularly as part of daily duties </li><li>Must hold a valid driver's license and maintain eligibility to operate motorized vehicles on-site </li></ul>