IRONMAN

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Executive Assistant with IRONMAN in Kailua-Kona · HI

IRONMAN jobs
Sports Jobs in Kailua-Kona · HI
Administration/General Management: Administrative/Executive Assistant
General Summary:     
As a member of the World Championship Team (WCT), ensure that the highest level of service is provided for the World Championship Region. Provide support, as needed within the region in all race operations by supporting the events, the region, staff, partners and volunteers.  This includes, but is not limited to, the following events: IRONMAN 70.3 Hawai`i, IRONMAN 70.3 World Championship, IRONMAN World Championship.
 
Principal Duties and Responsibilities:

Essential Functions: Support Office in all areas of race and office operations as needed and perform all related responsibilities when necessary.  This includes, but is not limited to, the following:
  • Uphold a strict level of confidentiality.
  • Maintain the highest standard of organization in all aspects of the office and warehouse.  
  • Maintain the highest level of professionalism among staff and clientele.
  • Welcome visitors with aloha, identifying the purpose of their visit.
  • Continuous facilitation of athlete/volunteer/sponsor/vendor requests which includes phone calls and responding or re-directing e-mails from athlete services e-mail inboxes.
  • Assist SVP WCE in supporting the needs of all aspects in day-to-day operations of the World Championship Region office, its operations and events.
  • Assume day-to-day operational responsibilities of race office, answering phones, greeting public, and overall administrative support as needed.
  • Work with IRONMAN vendors ensuring operational efficiency and IRONMAN standards are represented and fulfilled
  • Resolve or appropriately direct volunteer or athlete complaints, and be an ambassador of IRONMAN at all times
  • Provide input regarding IRONMAN products and services, promote operations when appropriate, when interacting or communicating with an athlete, volunteer or a member of the community.
  • Organize meetings, including scheduling, sending reminders, organizing food and beverages when necessary, and ensuring the meeting place is set up properly and cleaned afterwards. 
  • Managing the SVP’s day-to-day calendar including scheduling appointments, prioritizing the most sensitive matters, and keeping SVP apprised to his/her schedule.
  • Coordinate SVP WCE and WCT travel, this includes but is not limited to airfare,  accommodations, vehicle needs.
  • Communicate daily with SVP WCE regarding daily race office operations.
  • Coordinate executive communications including taking calls, responding to emails and interfacing with clients.
  • Manage World Championship Team Directory.
  • Manage Office Internal Schedule of Event and Project Timelines.
  • Work with WCT to manage vendor/partner community contracts.
  • Work with IM 70.3 Hawai`i Race Director, IMWC Assistant Race Director and the IM 70.3 WC Event Manager on Community Bag & Gift Distribution.
  • Manage remote race office operations during race time.  Reference Race Week Duties
  • Perform other duties and special projects as needed to create an organized, efficient office with succession planning.  

 Principle Tasks for Office Management:
  • Strategize and work with SVP WCE on strategy related to the World Championship Region Office and staff management, ensuring a positive work environment within the office.
  • Overall management of leased office and warehouse space.
  • Work with SVP in developing, implementing and administering departmental office systems and procedures.
  • Supervise, mentor, train, and coach office staff and WCT on administrative responsibilities including, but not limited to:
    • Office supplies
    • Equipment
    • Required Repairs and Maintenance of office
    • Staff Time Off and Holiday Requests 
    • Shipping 
    • Miscellaneous - pickup and drop off items as needed
    • On-site event protocols
  • Partner with HR to maintain office policies as necessary.
  • Coordinate with IT Department on all Office equipment.
  • Manage relationships, contract and price negotiations with office vendors, service providers and landlord.
  • Develop and implement office policies by setting up standards and procedures to guide the operations of the office. 
  • Manage staff relations maintaining a positive employee workplace.

Support Office in all areas of race and office operations as needed and perform all related responsibilities when necessary. This includes, but is not limited to, the following:
  • Uphold a strict level of confidentiality.
  • Maintain the highest standard of organization in all aspects of the office and warehouse.  
  • Maintain the highest level of professionalism among staff and clientele.
  • Welcome visitors with aloha, identifying the purpose of their visit.
  • Continuous facilitation of athlete/volunteer/sponsor/vendor requests which includes phone calls and responding or re-directing e-mails from athlete services e-mail inboxes.
  • Assist SVP WCE in supporting the needs of all aspects in day-to-day operations of the World Championship Region office, its operations and events.
  • Assume day-to-day operational responsibilities of race office, answering phones, greeting public, and overall administrative support as needed.
  • Work with IRONMAN vendors ensuring operational efficiency and IRONMAN standards are represented and fulfilled
  • Resolve or appropriately direct volunteer or athlete complaints, and be an ambassador of IRONMAN at all times
  • Provide input regarding IRONMAN products and services, promote operations when appropriate, when interacting or communicating with an athlete, volunteer or a member of the community.
  • Organize meetings, including scheduling, sending reminders, organizing food and beverages when necessary, and ensuring the meeting place is set up properly and cleaned afterwards. 
  • Managing the SVP’s day-to-day calendar including scheduling appointments, prioritizing the most sensitive matters, and keeping SVP apprised to his/her schedule.
  • Coordinate SVP WCE and WCT travel, this includes but is not limited to airfare, accommodations, vehicle needs.
  • Communicate daily with SVP WCE regarding daily race office operations.
  • Coordinate executive communications including taking calls, responding to emails and interfacing with clients.
  • Manage World Championship Team Directory.
  • Manage Office Internal Schedule of Event and Project Timelines.
  • Work with WCT to manage vendor/partner community contracts.
  • Work with IM 70.3 Hawai`i Race Director, IMWC Assistant Race Director and the IM 70.3 WC Event Manager on Community Bag & Gift Distribution.
  • Manage remote race office operations during race time.  Reference Race Week Duties
  • Perform other duties and special projects as needed to create an organized, efficient office with succession planning.  
 
Principle Tasks for Office Management:
  • Strategize and work with SVP WCE on strategy related to the World Championship Region Office and staff management, ensuring a positive work environment within the office.
  • Overall management of leased office and warehouse space.
  • Work with SVP in developing, implementing and administering departmental office systems and procedures.
  • Supervise, mentor, train, and coach office staff and WCT on administrative responsibilities including, but not limited to:
    • Office supplies
    • Equipment
    • Required Repairs and Maintenance of office
    • Staff Time Off and Holiday Requests 
    • Shipping
    • Miscellaneous - pickup and drop off items as needed
    • On-site event protocols 
  • Partner with HR to maintain office policies as necessary.
  • Coordinate with IT Department on all Office equipment.
  • Manage relationships, contract and price negotiations with office vendors, service providers and landlord.
  • Develop and implement office policies by setting up standards and procedures to guide the operations of the office. 
  • Manage staff relations maintaining a positive employee workplace.

Principle tasks for Finance and Budget Management:
  •  Work with SVP WCE in the timely management of accounts payable.
  • Manage the office related expenses of the overhead budget.
  • Process all invoices and maintain budget expenses for the WCE.
  • Process all invoices in ReQlogic.
  • Process expense reports.
  • Review Office Staff monthly Concur reports.
 
Race Week Duties: 
  • Manage the coordination and organization of the race office operations during race time.  These responsibilities will include, but are not limited to, managing the day-to-day operations as well as the following:
    • Manage the move, set up and daily operations of the race office.
    • Order all race week supplies.
    • Assist athletes and guests as needed
    • Work with and assist the Volunteer Liaison throughout race time operations.
    • Recruit, coordinate and assist race office volunteers in the day-to-day race office operations.
    • Oversee banquet ticket sales and deposits.
    • Coordinate payment of moto drivers with Global Director of Rules and Officiating
    • Distribution/return of IRONMAN mopeds at for IM 70.3 Hawai`i.
    • Support Volunteer Directors as needed.
    • Communicate daily with SVP WCE regarding race office operations.
    • Assist in VIP.
      • IRONMAN 70.3 World Championship
      • IRONMAN World Championship:  Race Day Only
 
 Job Requirements

 Education and work experience:
  • Bachelor's degree (B.A. or B.S.) preferred.
  • 2-4 years in previous experience preferred.
 
Skills and Knowledge:
  • Excellent interpersonal and communication skills, demonstrating the ability to communicate effectively and professionally with internal and external associates.
  • Strong organizational skills with the ability to work independently as well as with a team.
  • Computer experience with Microsoft Office, Outlook, and Excel spreadsheet applications.
  • Ability to function under pressure, set priorities and adjust to changing conditions.
  • High work ethics, with a sense of responsibility for the role filled within the team.
  • The desire to share a proficient knowledge of Ironman and the great variety of services that define the IRONMAN World Championship events.
May require minimal travel.

We are 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.