Senior Administrative Assistant

PGA of America - Palm Beach Gardens, FL4.2

Full-time
JOB SUMMARY:
Perform administrative duties required to support the activities of the Championships Department to allow the department to successfully accomplish its stated goals and objectives, scheduled activities, and fulfill contractual obligations.

RESPONSIBILITIES (Specific areas of responsibility include but are not limited to):
Perform administrative support duties, including typing of internal and external communication including, but not limited to letters, reports, memoranda and e-mails. Draft, generate, maintain and follow up on routine correspondence. Proofread all prepared correspondence for spelling and typographical errors prior to release.

Receive, screen and route telephone calls, emails and faxes from employees, PGA Professionals, corporate partners, championship sites and prospects to the appropriate individual. Respond to inquiries when able and as appropriate. Take telephone messages as necessary.

Conduct administrative duties, including but not limited to, managing the Chief Championships Officer, Senior Director of Championships, Senior Director of Member Championships and departmental calendar, completing expense reports, making travel arrangements, and scheduling and coordinating departmental and company meetings. Change or cancel reservations upon request. Use e-mail/scheduling software to determine meeting and conference room vacancy and to schedule same. Identify available meeting times for all participants and schedule accordingly.

Develop, distribute and communicate meeting Agendas, Action Items with follow up through completion, site survey briefs for all attendees

Assist departmental staff in planning and coordinating special projects, activities and other special events.

Sort, open/screen if appropriate, and route all incoming mail and interdepartmental correspondence. Manage department mail routing system. Ensure timely distribution of interdepartmental correspondence and reports. Physically distribute mail within company, to post office, or to overnight mail carrier boxes after hours as required.

Establish and maintain filing systems for the Championship Group. File all documents routinely and accurately to maintain comprehensive records. Maintain Dept and Site Org Charts.

Maintain accuracy of departmental databases. Ensure database tools are contemporary and meet the department’s needs in terms of maximum effectiveness.

Review select executed contracts and amendments upon request and generate summaries of each to serve as a quick departmental reference tool.

Prepare and produce various routine and specialized reports as assigned, using judgment for formal layout. Gather input from various departments and sources to compile reports, charts, and graphs. Use word processing software, as applicable, to generate more elaborate reports, tables and merge files. Ensure that reports are distributed to all required individuals.

SUPERVISION:
No supervisory responsibility.

FINANCIAL RESPONSIBILITY:
Assist with the development of the annual budget for the Championship department.

EDUCATION AND EXPERIENCE:
High School Diploma or equivalent required; Bachelor’s degree preferred.

Five years office and clerical experience with strong written, presentation, organization, interpersonal and customer service skills required.

SKILLS, KNOWLEDGE AND ABILITIES:
Job Knowledge/Technology:Must have a thorough knowledge of administrative principles and procedures with the ability to work on various projects and programs as assigned. A knowledge of organization functions of a business operation. A demonstrated understanding of MS Office, Word, Excel, Outlook and PowerPoint and use of the internet. Golf knowledge a plus.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this position.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.