Executive Assistant

Full-time

Kissimmee, FL

Performing Arts, Spectator Sports, and Related Industries

About the position

ASM Global, the leader in privately managed public assembly facilities, has an excellent opportunity for an Executive Assistant at Osceola Heritage Park, Kissimmee, FL. The Executive Assistant will provide a full spectrum of administrative support to the General Manager in addition to overseeing overall office administrative efficiencies.

Responsibilities

• Answer and respond to General Manager's telephone calls appropriately.
• Plan and maintain the daily and long-term appointment calendar and schedule.
• Plan and coordinate travel schedule and arrangements.
• Receive, open and sort General Manager's mail.
• Ensure key documents are signed and routed appropriately.
• Compose correspondence, memos, and emails.
• Create Reports using Excel.
• Take dictation at meetings and transcribe notes of the meetings.
• Prepare and manage expense reports and expense reimbursement records.
• Maintain required records and files.
• Deal discreetly with large amounts of sensitive and confidential business information.
• Prepare and organize meeting and presentation materials.
• Perform research and data collection for special projects.
• Work with General Manager and Director of Booking to establish expansive network of arena, theater and artist promoters, agents, representatives/managers.
• Assists with new concert, family, comedy, religious and theatrical programming for Osceola Heritage Park.
• Obtains full understanding of venue deal points and agreements.
• Contact prospective promoters, agents, managers, and individuals to initiate the sales effort on behalf of the General Manager.
• Follow-up on leads generated by outside sources.
• Send calendar of availability to promoters for potential events.
• Draft venue agreements including those for General Manager and/or Director of Booking.
• Negotiate venue deals with promoters and/or agents on behalf of General Manager.
• Coordinate and provide back-up coverage with other administrative support staff, if needed.
• Distributes information to staff regarding administration.
• Oversees office wide IT issues.
• Oversees office efficiency and protocols to make sure working conditions are good.
• Other duties may be assigned.

Requirements

• High School Diploma or equivalent required.
• Two - three years' experience supporting a Senior Manager.
• Bilingual in English and Spanish required.
• Proficient in all Microsoft Office applications to include Outlook, Word, Excel, and PowerPoint; EXCEL PROFICIENCY IS MANDATORY.

Nice-to-haves

• Associate Degree in Business Administration or completion of college level coursework is a plus.
• Seasoned professional with strong work ethics; assertive, critical thinking and decision-making skills.
• Ability to take-charge, as well as proactive and anticipate business needs.
• Excellent organizational skills and ability to manage multiple, simultaneous projects and deadlines.
• Excellent oral and written communications skills.
• Excellent customer service and public relations skills.
• Ability to take dictation and transcribe notes and/or minutes.
• Ability to use all office equipment (computer, calculator, fax, copier and scanner machines).
• Ability to work independently and in a team environment.
• Ability to work 40 hours per week and flexible and extended hours as needed.