Administrative Assistant

Administrative Assistant

Company: Veterans Memorial Civic & Convention Center

Supervisor: Chief Executive Officer

Employment 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.

The Administrative Assistant holds the responsibility of front office management. Primary job responsibilities include answering phones, taking messages, sorting mail, serving as clerk for the board of trustees and foundation board, managing cash bags, and calendar management/scheduling for the CEO and Leadership Team. Additional responsibilities include box office support, gathering documents and scheduling meetings as needed by the CEO and VPO, and assisting the VP of Operations with client relations, including giving client tours and scheduling events as needed.

Additional responsibilities may be assigned as needed by the CEO and VPO. This individual serves as high‑level administrative support for VMCCC Leadership Team, Board, and Civic Center Foundation and must understand the organization’s mission, vision, funding sources, structure, and be able to respond to public inquiries or questions.

• 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 the 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.

• 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.

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.

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:

Must 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. Must be able to compose business emails. Must have typing speed of 50+ words per minute. Experience with Quick Books is a plus.

Physical Demands: Must lift up to 50 pounds; must be capable of bending, balancing, climbing stairs, and lifting above head; must wear proper attire and safety gear when needed; must 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.