Job Description

Objective:

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 to ensure smooth and efficient operations.
• Reception Duties: Serve as the primary point of contact for the Vice President, greeting visitors and managing calls as needed.
• Travel Coordination: Arrange comprehensive travel plans for the Vice President and accompanying personnel, including flights, accommodations, and ground transportation.
• Expense Management: Reconcile credit card statements, dispute questionable charges, and maintain organized records of receipts.
• Confidentiality: Protect all sensitive information encountered in the course of duties.
• Collaboration: Partner with team members and other departments to ensure timely completion of tasks and projects.
• Meeting Preparation: Organize materials, presentations, and technology for the Vice President’s meetings and presentations.
• Event Support: Assist in checking premium areas during stadium events with attendance exceeding 10,000, and provide support for arena events as needed.
• Cross-Department Liaison: Represent the executive team and foster strong communication across departments.
• Scorecard Facilitation: Collect and consolidate data for the monthly Scorecard Presentation, ensuring accuracy and timeliness.
• 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 high level of professionalism.
• Project Management: Execute special projects with regular progress updates, ensuring deadlines are met.
• Office Support: Handle ad hoc office manager duties to maintain a well-functioning workspace.
• Event Planning: Organize events such as QLM meetings, CWFS’s annual Kick-Off Party, and team-building activities.
• Accounting Assistance: Prepare reports and support accounting tasks for the Vice President.
• Front Desk Relief: Provide reception coverage as needed.

Requirements

Special Requirements:

• Must be able to work most Saturdays during football season to assist the HR department with employee badging.
• Must be able to walk at least 5 miles during stadium events.

Position Requirements:

• Professionalism: Maintain a friendly, positive demeanor with clients, colleagues, and stakeholders.
• Accuracy and Organization: Deliver error-free work and maintain a tidy workspace.
• Proactive Follow-Through: Complete tasks independently and communicate progress regularly.
• Prioritization: Effectively balance competing priorities.
• Anticipation and Initiative: Predict the needs of the executive team and take action without prompting.
• Technical Aptitude: Proficient in office technology and software, serving as a resource to the team.
• Time Management: Manage multiple tasks with urgency while maintaining high standards.
• Leadership and Stability: Handle complex projects calmly and competently.
• Growth Mindset: Welcome feedback and embrace challenges.

Benefits

Benefits:

• Competitive salary based on experience.
• Health, dental, and vision insurance.
• 401(k)
• Paid time off (vacation, sick leave, and holidays).
• Life and disability insurance.
• Professional development opportunities.
• Supportive and collaborative work environment.

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