SUMMARY
Provides day-to-day operations supervision of administrative staff of the Old National Events Plaza. Keeps official facility records and executes administrative policies determined by or in conjunction with other officials by performing the following duties.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Manage Associate Executive Director’s calendar and independently schedule appointments.
2. Screen incoming calls and correspondence (as needed) and respond independently when possible.
3. Prepare contracts, RFP’s and arrange meetings with vendors.
4. Coordinate preparation and filing of required documents with government agencies to conform to statutes.
5. Prepare memoranda outlining and explaining administrative procedures and policies to supervisory workers, and monitors compliance.
6. Direct preparation of records such as agendas, notices, minutes, and resolutions for corporate meetings. Coordinate and organize projects, most without direction; schedule complex meetings and prepare materials such as agendas, timelines, reports and presentations.
7. Develop timelines, prepare work plans and set agendas. Take minutes, finalize and distribute minutes without review.
8. Proofread contracts and legal documents for typographical, spelling and content errors.
9. Act as custodian of facility documents and records for ONEP. Direct preparation and filing of required documents with government agencies to conform to statutes.
10. Plan, coordinate and implement space and equipment changes and additions for the organization. Operate a variety of office equipment and instruct staff in usage.
11. Take and transcribe dictation, and compose and prepare confidential correspondence, reports, and other documents.
12. Create and maintain databases and spreadsheet files.
13. Coordinate travel plans and itineraries for entire organization, compiles documents for travel-related meetings, and accompanies Associate Executive Director when requested.
14. Maintain inventory of all office supplies and places order for all office supplies.
15. Provide technical support and training to employees as needed for telephone and computer systems.
16. Manage special projects as directed by Associate Executive Director.
17. Perform all other duties as required or assigned.
SUPERVISORY RESPONSIBILITIES
Directly supervise part-time administrative employees. Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty and responsibility satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
1. Work hours and schedule are generally Monday – Friday 9:00am to 5:30pm but will vary according to event schedules and the needs of the department and may include holidays, evenings and weekends.
2. A demonstrated ability to follow directions and complete assigned tasks with a minimum amount of instruction and supervision is essential.
3. Ability to organize workflow and meet established deadlines.
4. Customer Focus: Is dedicated to meeting and/or exceeding the expectations and requirements of internal and external customers. Maintains a professional appearance and presentation.
5. Integrity and Trust: Is widely trusted and is seen as a truthful individual who keeps confidences, admits mistakes, doesn’t misrepresent him/herself and is highly respectful of others.
6. Communication: Consistently exhibits courteous, respectful, non-defensive and appropriate communications. Presents information in a concise and understandable format.
7. Teamwork: Works cooperatively with others in the accomplishment of joint tasks and common objectives. Contributes to a positive work environment, fosters collaboration and provides a tangible contribution.
EDUCATION and/or EXPERIENCE
1. Bachelor's degree (BA) from four-year college or university.
2. Three to five years of successful experience in a busy office environment and supervising staff; or equivalent combination of education and experience.
3. Experience working in a computer network environment utilizing Microsoft Word and Excel programs.
CERTIFICATES, LICENSES, REGISTRATIONS
1. Must possess current, valid driver’s license and a current working cellphone with a number that can be accessed by building management personnel for business contact purposes.
LANGUAGE SKILLS
1. Ability to communicate effectively orally and electronically.
2. Ability to read and comprehend instructions, correspondence, and memos.
3. Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
4. Ability to write reports, business correspondence, and procedure manuals.
5. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
6. Ability to speak and understand English.
MATHEMATICAL SKILLS
1. Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.
2. Ability to apply concepts of math on an Excel spreadsheet, calculator, ten key adding machine, or cash register such as discounts, interest, commissions, proportions, and percentage.
3. Ability to add, subtract, multiple and divide in all units of measure, using whole numbers, common fractions and decimals.
COGNITIVE SKILLS/REASONING ABILITY
1. Ability to recognize casual relationships, disseminate between behavior mechanisms, and identify elements that are relevant to the validation of a judgment.
2. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
3. Ability to remember previously learned material such as specifics, criteria, techniques, principles and procedures, grasp and interpret the meaning of the material and use learned material in new and concrete situations.
4. Ability to break down material into its component parts so that its organizational structure can be understood.
5. Ability to judge the value of material for a given purpose on the basis of consistency, logical accuracy, and comparison to standards.
6. Ability to put parts together to form a new whole or proposed set of operations.
7. Ability to relate ideas and formulate hypotheses.
8. Ability to appraise judgments involved in the selection of a course of action.
9. Ability to identify choices and potential outcomes, determine importance of outcomes, combine information to prioritize options and make decision based on best and most important choice.
10. Ability to solve complex problems with sensitivity and diplomacy, while displaying decisive executive leadership.
11. Ability to maintain a calm, composed presence in an often fast-paced environment where multiple tasks, events and stimulus may occur simultaneously.
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.
1. Ability to perform the following physical activities: stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, grasping, feeling, talking, hearing, and repetitive motions.
2. Ability to manipulate necessary office equipment, computer software and peripherals.
3. Must be able to work flexible hours including evenings, weekends and holidays.
4. Work is classified as light with the requirements of exerting up to 20 lbs. of force occasionally, and/or up to 10 lbs. of force frequently and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated for light work.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation(s) may be made to enable individuals with disabilities to perform the essential functions.
1. Perform duties in a well-ventilated, well-lighted and temperature-controlled office environment.
2. Noise level is minimal.
CONCLUSION
The above statements are intended to describe the general nature and level of work being performed by the person assigned to this position. This is not an all-inclusive list of responsibilities, duties, and skills required of personnel so classified.
VenuWorks is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, age, disability, gender identity, marital or veteran status, or any other protected class.
