Administrative Assistant- Basketball Operations

Phoenix Suns & Mercury - Phoenix, AZ (30+ days ago)3.8


The Administrative Assistant will be responsible for performing administrative and project coordination/execution for the General Manager and Vice President. This includes but is not limited to answering phones, scheduling, managing calendars, planning, coordinating and preparing for internal and external meetings. This also includes scheduling travel, processing expense reports, and assisting with overall departmental needs. The position also involves coordinating project plans, action steps and follow up communication.

Primary (Essential) Duties

  • Responsible for performing high-level administrative and project coordination for two (2) senior executives: General Manager and Vice President of Basketball Operations. This includes but is not limited to answering phones, scheduling, managing calendars, planning, coordinating and preparing for meetings, including monthly meetings and events
  • Make independent decisions and judgments on areas of responsibility with limited supervision, including management of vendors, representation of the company at various events, purchase of necessary department equipment, and creation and dissemination of various communications
  • Booking of business travel and accommodations
  • Flights, hotel arrangements, car rentals and any special reservations and requests
  • Process expense reports monthly
  • Manage different and often conflicting schedules, projects and activities
  • Order and process game tickets as required and coordinate project plans, action steps and communication

Additional Responsibilities/Non-Essential Duties

  • Management of department Time Off calendar in conjunction with Human Resources
  • Fulfill departmental donation requests such as autographed items, experiences or tickets
  • Coordinate participation at NBA events & meetings as needed
  • Coordinate meeting schedules for external consultants and representatives
  • Participation on company committees and/or taking meeting notes as directed
  • Delivery and deployment of department mail
  • Take on special projects and drive them to completion
  • Other duties as assigned

Knowledge, Skills and/or Abilities

  • Must demonstrate a high level of confidentiality
  • Must be high energy, detail-oriented, intuitive, a self-starter, diplomatic and have the ability to manage projects, and work with minimal supervision
  • This person represents the senior leaders of the company and therefore must possess a high level of professionalism, in addition to discretion in handling confidential information
  • Demonstrate ability to problem solve and prioritize based on organizational experience
  • Excellent verbal and written communications skills
  • Excellent interpersonal skills
  • Must be able to appropriately prioritize workload, as well as demonstrate flexibility and poise when responding to unanticipated events
  • This position requires strong MS Office with an emphasis on PowerPoint, Outlook, Excel and Word. Ability to make independent decisions on issues that impact the company and senior level executives
  • Ability to create and develop clear, effective reports, presentations and communications for a wide variety of audiences

Experience/Education Requirements

  • Minimum of 2+ years' experience assisting an Executive
  • Previous experience supporting multiple Executives a plus

Working Conditions and Physical Demands

  • Traditional work schedule.

Job Type: Full-time

Experience:

  • Administrative: 1 year (Preferred)