Job Description: Administrative Assistant
Organization: Veterans Memorial Civic & Convention Center (VMCCC)
SUPERVISOR: Chief Executive Officer
EMP STATUS: Full-Time
FLSA STATUS: Exempt, At-Will
Pay: Salary; $37,500-$41,500 annually
NORMAL WORK HOURS: Typically M-F, 9a-5p. As the VMCCC is a 24-7 operation, work hours vary according to events held at the facility. This is a full-time position working a 40-hour week; hours will vary Sunday through Saturday depending on needed coverage.
General Purpose of the Job: We are seeking a dynamic and highly organized Administrative Assistant to join our team! In this vital role, you will be the backbone of our office operations, ensuring smooth daily functions and providing exceptional support to staff and clients alike. Your energetic approach and attention to detail will help foster an efficient, welcoming environment. This paid position offers an exciting opportunity to develop your office management skills while contributing to a collaborative and growth-oriented workplace. The ideal candidate is proactive, tech-savvy, and excels in multitasking with a positive attitude.
Essential Duties and Responsibilities include the following. Other related duties may be assigned.
- Assist the CEO and other members of the Leadership Team.
- Box Office backup
- Lead customer reception to provide and promote positive customer service.
- Handle the day-to-day communications for the CEO in the organization.
- Serve as Administrative Assistant for both Trustees of the VMCCC and Foundation Board.
- Answer calls, take messages, schedule meetings, write letters, and mail invoices.
- Open and sort mail, deliver it to the appropriate personnel, and maintain the incoming check log.
- Create, proofread reports and written documents for grammar, punctuation, and spelling errors.
- Ensure proper records handling and retention by following prescribed procedures.
Other Duties assigned:
- Provide and promote good customer service.
- Adhere to all VMCCC policies and procedures.
- Perform other duties and responsibilities as assigned by the CEO or VP of Operations of the VMCCC. These expectations are typically reserved for extremely busy days and are limited to smaller, light-duty tasks to enable other staff to do their duties to the fullest extent. These tasks include: helping run concessions, basic cleaning like picking up trash or sweeping, assisting patrons, and other light-duty work. Generally, these other duties are only expected of an employee in addition to their regular work when all personnel are needed for those same tasks.
QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. A seasoned experienced employee must be able to complete all tasks independently with minimal supervisory direction. 2
Education and/or Experience: 3+ years as an executive assistant or related experience required. Experience managing the calendar and email of a director/executive preferred. Experience recording minutes for executive-level boards/committees preferred. Two- or four-year college degree preferred.
Language Skills: Should possess exceptional communication skills with the ability to read, analyze and interpret documents and to effectively present information to various audiences. Must be proficient in English, involving knowledge and application of vocabulary, grammar, and sentence structure, as well as strong comprehension skills. Will be required to deal with the public in a professional manner.
Mathematical Skills: Must be able to calculate figures and amounts and apply basic algebra and geometry for analysis and tracking.
Computer Skills: Must be able to use the computer, navigate the internet, and use common software applications such as Microsoft Office. Ability to compose business emails. Needs to have a typing speed of 50+ words per minute. Experience with QuickBooks a plus.
Physical Demands: The physical demands 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. The employee may have to lift up to 50 pounds; be capable of bending, balancing, climbing stairs, and lifting above head; wear proper attire and safety gear when needed; work variable hours, including weekends, evenings, and holidays.
The Veterans Memorial Civic & Convention Center gives a preference in hiring to honorably discharged veterans of the United States Armed Forces.
Pay: $37,500.00 - $41,500.00 per year
Education:
Experience:
- executive assistant or related: 3 years (Preferred)
Ability to Commute:
- Lima, OH 45801 (Required)
Work Location: In person
