- Word Processing
- Organizational Skills
- Administrative Experience
- Microsoft Word
Responsible for providing administrative support to ensure efficient operation of the office, supporting the General Manager, Directors and employees through a variety of tasks related to organization and communication. Departments supported include Finance, Events, Operations, Marketing/Corporate Sales, and Box Office.
Spectra, an industry leader in sports, entertainment and venue management, is dedicated to recruiting and developing individuals with the skills, experience, desire, and values to contribute to the continued growth and success of our organization. Together, with our 250+ sports & entertainment venue partners, we transform events into experiences! These experiences create excitement, turn heads, and make memories. Come Join Us! You can learn more about Spectra at www.spectraexperiences.com/
ESSENTIAL FUNCTIONS (including, but not limited to…):
Open administrative office at 8:30AM, Monday through Friday
Answer, screen and direct calls; handle routine inquiries
Provide administrative support including typing correspondence, create basic contract drafts under direction from GM, maintaining calendar, compiling expense and other reports
Perform general administrative functions including faxing, photocopying, mail distribution, bulk mailings, filing
Maintain event contract files: invoicing for deposits, securing event COI, W-9 and music royalty information, filing fully executed contract and client correspondence
Assist with various event related duties as needed
Order office supplies, including American, State and Village flags, and business cards
Maintain/update vendor COI files and building contract files
Process daily receivables and prepare for weekly deposit
Maintain Sears Centre Arena intranet calendar
Maintain Earned Time Off binder, calendar and accrual log
Facilitate Good & Welfare (flowers/donations/cards/birthday calendar/wishes, holiday party, staff outings)
Process GM expense reports
Maintain Admin break and copier area
Maintain Canon copiers, Neopost postage meter, and office printers/copiers
Maintain GM calendar
Meeting set up/break down including required meeting materials, IT/AV and F&B
Manage trade relationship with Chicago Marriott Northwest
Facilitate travel (flights/hotel/transportation) for staff business travel through Comcast Spectacor travel agent
Maintain staff phone list and emergency contact list, including annual Cook County Public Health forms
Assist finance department with misc ticket reports, invoice stamping and coding, purchase order logging.
Assist finance department with payroll check verification
Assist finance dept with personnel files, maintaining time off/vacation log
Assist finance dept with event listing, contract copying and misc tasks as requested.
NON ESSENTIAL FUNCTIONS:
Perform other duties as assigned
Minimum of 2 years administrative assistant experience
Proficiency in word processing and related applications, including Microsoft Word, Excel, Outlook and PowerPoint
Highly developed oral and written communication skills
Strong listening skills
Excellent organizational skills
Strong attention to detail and ability to handle multiple assignments under strict deadlines
INTELLECTUAL/SOCIAL, PHYSICAL DEMANDS AND WORK ENVIRONMENT:
The intellectual/social, physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing essential functions of this job, the employee is continuously asked to multi-task under time constraints and with moderate to high pressure situations. Position requires constant attention to precise details and accuracy of specified standards including: following simple to complex (more than 3 steps) instructions, and concentration which frequently extends beyond 30 minutes at a time. This position requires frequent use of interpersonal skills including: ability to explain details to a variety of audiences, and being able to openly communicate in writing and verbally with clients. Employee will frequently communicate via email, telephone and in-person with others and exchange accurate information. This position requires employee to frequently work both independently or as part of a team.
While performing the essential functions of this job, the employee will frequently operate a computer and other
office devices such as calculators, telephones, copy machines, faxes and printers. Employee must constantly
communicate via telephone, email and in-person with others and exchange accurate information. Employee may
occasionally be required due to business demands and event operations to lift and/or move up to 25 pounds.
The duties of this position are performed primarily in doors in an office environment. The noise level in the work environment is usually minimal to moderate during non-event days and moderate to loud during event days.
SPECTRA IS AN EQUAL OPPORTUNITY EMPLOYMENT EMPLOYER.