Executive Administrative Assistant - Miami Beach, United States - Oakview Group

Description

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.

More information at , and follow OVG on Facebook, Instagram, Twitter, and LinkedIn.

Overview

This role serves as critical support to the GM and AGM. The position requires a high level of confidentiality and discretion while providing excellence in customer service. Primary responsibilities include managing schedules, coordinating meetings, handling correspondence, presentations, reports, and research. Acting as the primary liaison amongst leadership, corporate, staff, clients, contract partners, and other key internal and external stakeholders. They must possess strong organizational and communication skills, attention to detail, and proficiency in office software. Multitasking effectively is an essential quality for success in this role.

This role will pay a salary of $26.00hr to $30.00hr.

For FT roles:

Benefits: Health, Dental and Vision insurance, 401(k) savings plan, 401(k) matching, and paid time off (vacation days, sick days, and 11 holidays).

expires 7/31/2024

About the Venue

The award-winning Miami Beach Convention Center (MBCC) welcomes meeting and event planners, exhibitors and attendees to Miami Beach and Miami.

Reimagined following a $640-million-dollar renovation, the MBCC provides a world-class, state-of-the-art event venue for exceptional conferences, conventions, tradeshows, and meetings.

A LEED Silver certified green building, the venue includes a magnificent Grand Ballroom, 500,000 square feet of flexible exhibition halls, 4 junior ballrooms, outdoor terraces & parks, and 84 breakout rooms.

The MBCC's immediate proximity to lively South Beach, Lincoln Road, Ocean Drive, and many other Miami Beach cultural arts attractions make it an ideal venue for your next event.

For more informaiton visit

Responsibilities


ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Calendar Management: Scheduling and coordinating appointments, meetings, and ensuring optimal use of the GM/AGM time.
• Communication Handling: Managing emails, phone calls, and other correspondence. Prioritizing and responding to messages as appropriate.
• Documentation and Reporting: Drafting, editing, and formatting documents, reports, presentations, and other materials as needed. This may involve research and data compilation.
• Information Management: Organizing and maintaining filing systems, databases, and records, both physical and electronic, to ensure easy access to information.
• Meeting Support: Arranging meeting logistics, preparing agendas, taking minutes, and distributing materials as necessary.
• Travel Coordination: Booking transportation, accommodations, and other travel-related arrangements for executives, handling itinerary changes and ensuring travel plans align with their schedules.
• Client and

Stakeholder Liaison:

Serving as a point of contact for staff, clients, partners, contract partners, and other key internal/ external stakeholders, facilitating communication and managing relationships on behalf of GM/AGM.

• Task Prioritization: prioritizing tasks and managing their workload effectively, ensuring deadlines, dates and deliverables are met and objectives are achieved.
• Confidentiality and Discretion: Handling sensitive information with utmost confidentiality and discretion, maintaining trust and professionalism in all interactions.
• Problem Solving: Proactively identifying issues or inefficiencies and proposing solutions to streamline processes and enhance productivity.
• Ad Hoc Support: Providing additional administrative support as needed, including special projects, event planning, and other tasks that contribute to the smooth functioning of the executive's office.
• Answer calls for the General Manager & Assistant General Manager, to answer, screen and forward calls, provide information regarding events, takes messages and schedules appointments.
• Becomes thoroughly familiar with company policies and procedures and assists in the implementation and interpretation of these policies, procedures and practices.
• Effectively manages and supports the goals and objectives of their direct reports, ensuring alignment with organizational priorities and facilitating their professional development.
• Exercises tact and diplomacy in dealing with sensitive, complex and confidential personnel issues and situations.
• Plays a crucial role in supporting employee retention and recruitment efforts
• Create purchase orders and submit them for payment.
• Collect, sort, distribute and prepare mail, messages and courier deliveries.
• Performs other clerical duties as needed.
• Maintain Executive Office area in orderly condition.
• Assists with special projects, as directed.

SUPERVISORY RESPONSABILITIES:
This job has no supervisory responsibilities.

Qualifications


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


Education and Experience:

• A. degree from four (4) year College in Business Management or equivalent.
• High School diploma or equivalent required.
• Minimum 2 years of administrative/secretarial experience at a management or higher level.
• Prior supervision experience required.

Skills and Abilities:

• Organizational Skills: Ability to effectively manage calendars, schedules, appointments, and prioritize tasks to ensure smooth workflow.
• Time Management: Proficiency in managing multiple tasks and deadlines simultaneously while maintaining attention to detail.
• Communication Skills: Excellent written and verbal communication skills are essential for interacting with executives, clients, and other staff members professionally and effectively.
• Interpersonal Skills: Ability to build and maintain positive relationships with leadership, team members, clients, contract partners and other key internal/external stakeholders.
• Problem-

Solving Skills:
Capacity to identify issues, find solutions, and make decisions independently or with minimal supervision.

• Technical Proficiency: Familiarity with various office software and tools, including word processing, spreadsheet, presentation, and email software.
• Knowledge of office equipment such as printers, scanners, and fax machines may also be required.
• Confidentiality: Discretion and ability to handle sensitive information with confidentiality and professionalism.
• Adaptability: Flexibility to adapt to changing priorities, work environments, and tasks as needed.
• Attention to Detail: Ability to accurately handle administrative tasks, proofread documents, and maintain meticulous records.
• Research Skills: Proficiency in conducting research, gathering information, and preparing reports or presentations as required.
• Project Management: Experience in coordinating and managing projects or events, including planning, logistics, and follow-up.
• Customer Service Orientation: Ability to provide excellent customer service to internal and external stakeholders, addressing inquiries and resolving issues promptly and courteously.
• Resourcefulness: Capacity to find creative solutions to challenges and efficiently utilize available resources.
• Teamwork: Willingness to collaborate with colleagues and contribute to the overall success of the team or department.
• Financial Acumen: Basic understanding of financial concepts such as budgeting, expense tracking, and invoice processing may be necessary, especially if responsibilities include managing financial records or assisting with budget preparation.
• Multitasking: ability to efficiently handle multiple tasks or responsibilities simultaneously, ensuring productivity and effective time management.
• Proficiency in AI/BI: utilization of advanced analytics tools and techniques to extract actionable insights from data, empowering informed decision-making and strategic planning.
• Ability to represent oneself and the company in a professional manner.
• Versed in proper office/organizational/business etiquette.
• Ability to speak fluently in English.
• Ability to speak Spanish is preferred but not required.

Computer and Technology Skills:

• Demonstrated proficiency with Microsoft Office Suite (MS Word, MS Excel, MS PowerPoint and MS SharePoint and MS Outlook), internet and be familiar with a variety of office equipment.

Certificates, Licenses and Registrations:

• No certifications are required.

PHYSICAL DEMANDS:

These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the Administrative Assistant job.

Reasonable accommodation can be made to enable people with disabilities to perform the described essential functions of the job. While performing the duties and responsibilities of the Administrative Assistant job, the employee is required to talk and hear. The employee is often required to sit and use their hands and fingers, to handle or feel.

The employee is occasionally required to stand, walk, reach with arms and hands, climb or balance, and to stoop, kneel, crouch or crawl.

Vision abilities required by this job include close vision.

The employee is required to be mobile within the Convention Center and maneuver throughout the Convention Center facility to attend meetings, briefings, and photo or video shoots.

The employee must occasionally lift and/or move up to 25 pounds.


WORKING CONDITIONS:

While performing the duties and responsibilities of the Administrative Assistant, these work environment characteristics are representative of the environment the Administrative Assistant will encounter.

Reasonable accommodations may be made to enable people with disabilities to perform the essential functions of the Administrative Assistant job.

Incumbent works in an office setting with minimal adverse exposure to environmental hazards. The noise level in the work environment is usually quiet to moderate. Frequent computer use at a workstation. Frequent interaction with employees, clients, vendors, and the general public via email, telephone, delivery correspondence, and/or face-to-face.

While maneuvering throughout facility and on the show floor, employees may be exposed to moving mechanical parts and equipment, such as forklifts and electric carts, as well as loud noises originating from the use of individual and multiple quantities of mechanical equipment.

The employee is occasionally exposed to exhaust fumes and airborne particles.


DRESS CODE:

In order to project dignity and decorum expected by the public, appropriate dress and good grooming are expected of all employees.

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.

EEO
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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