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Position Announcement: Executive Assistant
ASM Global, the world’s leading provider of innovative venue services and live experiences. The company’s elite venue network spans five continents, with a portfolio of more than 325 of the world’s most prestigious arenas, stadiums, convention and exhibition centers and performing arts venues. The Palm Springs Convention Center & Bureau of Tourism is actively recruiting for:
POSITION SUMMARY
The Executive Assistant will provide high-level administrative support to the General Manager and other senior staff on a broad range of responsibilities and has access to and regularly works with sensitive and highly confidential information. Assignments vary and require a high level of critical thinking and interpersonal skills. This position requires self-direction, self-motivation and the ability to manage multiple tasks with keen attention to detail.
ESSENTIAL RESPONSIBILITES
Administrative Services
- Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for senior staff.
- Schedules and attends meetings on behalf of executives, taking notes and recording minutes.
- Receives incoming communication or memos on behalf of senior staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
- Performs office tasks including maintaining records, ordering supplies, and performing basic bookkeeping.
- Performs additional duties as assigned by executives.
- Provides phone coverage for front desk as needed
- Answers questions about organization and events.
- Assists and support General Manager with phones, mail, reports, schedules and related projects.
- Schedules General Manager’s recurring meetings with staff and/or city officials.
- Prepares presentations and reports using software such as Microsoft Office, Excel, Word, and PowerPoint.
- Coordinates meetings dates and prepares agendas for General Manager or Executive staff.
- Coordinates with venue staff regarding food and beverage needs, menus and A/V needs.
- Creates and mail (or email) meeting notices, invitation, etc.
- Assists Executive Management Team in special projects.
- Assists with travel arrangements as needed.
- Attends monthly safety meetings, take and maintain safety meeting minutes.
Other:
- Promotes and fulfills ASM Global goals and brand promise
- Participates in safety programs to achieve safety goals.
- Maintains and develops position processes and information.
- Assists the department and organization with various projects and special assignments as needed.
- Performs other assigned duties as requested.
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.
Education:
- This position requires a minimum of HS diploma or a B.A in Business Administration preferred or related field.
Experience:
- At least 4 years related experience at the Executive Assistant level.
Technology:
- To perform this job successfully, an individual should be proficient in Microsoft Word, Excel, PowerPoint and Outlook.
Skills and Abilities:
- Excellent verbal and written communication skills.
- Excellent organizational skills and attention to detail.
- Excellent time management skills with a proven ability to meet deadlines.
- Ability to function well in a high-paced and at times stressful environment.
- Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
- Ability to work independently and in a team environment.
- Professional appearance and attitude is essential
- Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.
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)
- Prolonged periods of sitting at desk working on computer
Certifications:
- No certifications are required.
ASM Global - The Palm Springs Convention Center and Bureau of Tourism
277 North Avenida Caballeros
Palm Springs, CA 92262
Camille Steele Human Resource Manager: 760-322-8417
Fax: 760-778-4102
Annual Salary Range: $60,000 to $93,000
ASM Global is an Equal Opportunity/Affirmative Action Employer, and encourages Women, Minorities,
Individuals with Disabilities, and protected Veterans to apply. VEVRAA Federal Contractor.
