Objective:

Provide high-level administrative support and coordination for the Vice President, ensuring seamless day-to-day operations and efficient execution of key responsibilities.

Essential Functions:

Office Operations Management: Oversee and support all administrative duties to ensure smooth and efficient operations. Reception Duties: Serve as the primary point of contact for the Vice President, greeting visitors and managing calls as needed. Travel Coordination: Arrange comprehensive travel plans for the Vice President and accompanying personnel, including flights, accommodations, and ground transportation. Expense Management: Reconcile credit card statements, dispute questionable charges, and maintain organized records of receipts. Confidentiality: Protect all sensitive information encountered in the course of duties. Collaboration: Partner with team members and other departments to ensure timely completion of tasks and projects. Meeting Preparation: Organize materials, presentations, and technology for the Vice President’s meetings and presentations. Event Support: Assist in checking premium areas during stadium events with attendance exceeding 10,000, and provide support for arena events as needed. Cross-Department Liaison: Represent the executive team and foster strong communication across departments. Scorecard Facilitation: Collect and consolidate data for the monthly Scorecard Presentation, ensuring accuracy and timeliness. Leadership Meetings: Prepare agendas and materials for monthly Leadership Team Meetings. Document Management: Create and maintain organized files of correspondence, reports, and other key documents. Communication and Reporting: Draft, edit, and format correspondence, spreadsheets, and reports with a high level of professionalism. Project Management: Execute special projects with regular progress updates, ensuring deadlines are met. Office Support: Handle ad hoc office manager duties to maintain a well-functioning workspace. Event Planning: Organize events such as QLM meetings, CWFS’s annual Kick-Off Party, and team-building activities. Accounting Assistance: Prepare reports and support accounting tasks for the Vice President. Front Desk Relief: Provide reception coverage as needed.