Administrative Assistant - Chicago Fire FC (CHICAGO · IL)

Chicago Fire FC jobs
Sports Jobs in CHICAGO · IL
Administration/General Management: Administrative/Executive Assistant
Chicago Fire FC is Chicago’s ambassador to the global sport of football. Founded in 1997, and competing in Major League Soccer, Chicago Fire won its first championship in its debut season and was foundational in the careers of several current MLS coaches and players, as well as International and UEFA Champions League coaches. 
Under new ownership, the Club recently returned to Soldier Field as well as opened a new 50,000 square foot office in the heart of the city. With tremendous growth and expansion, the Club is laying the foundation for an audacious and ambitious vision that will transform the brand and the company in the coming years.
Chicago Fire FC is committed to fostering, cultivating, and preserving a culture of diversity, equity, accessibility, and inclusion. Our diversity initiatives start with the recruitment and selection process; therefore, we’d like to welcome all diverse candidates to apply to opportunities within our Club. 

Job Overview:
Chicago Fire Football Club is seeking a dedicated Administrative / Office Assistant to join our team! This individual will report into our Senior Executive Assistant / Office Manager and will be responsible for providing administrative support to our executive team as well as ensuring the corporate office is well-maintained.

Job Responsibilities:
Executive Team Support:
  • Provide executive team support by implementing and managing administrative systems, procedures, and policies.
  • Resolve administrative problems by coordinating and preparing reports, analyzing data, and identifying solutions. 
  • Assist Senior Executive Assistant with completing personal tasks for the executive team, such as running errands or assisting with family arrangements. 
  • Manage executive level calendars; schedule meetings on behalf of the executive team, based upon attendee availability, accept or decline meeting requests on behalf of the executive, and keep executive team members on track for the daily schedules. 
Meeting & Conference Arrangement:
  • Coordinate and plan for conferences and meetings; order food, create agendas, set the calendar invites, reserve the conference rooms, participate in the meetings, and take notes, etc.
Travel Logistics
  • Coordinate all travel logistics (flight, hotel, and ground transportation arrangements) for members of the executive team, clients, potential candidates, and anyone else requested. 
Expense Management
  • Save, organize, and upload receipts to Concur on behalf of the executive team.
  • Complete and submit expense reports for the executive team members. 
Office Management: 
  • Ensure the kitchen area is fully stocked, organized, and clean at all times. 
  • Work closely with the kitchen services representative to ensure preferred items are ordered and in place. 
  • Order and replace kitchen supplies in addition to what the kitchen services representative provides.
  • Perform inventory on office supplies, order, and re-stock the office supply closet when necessary.
  • Order requested office items for the executive, current staff, or incoming new hires.  Update and maintain contact lists company wide. 
  • Place and answer phone calls, take accurate messages, direct inquiries appropriately and greet and direct visitors.
  • Retrieve, screen and deliver mail correspondence.
  • Assist with planning and execution of in office company events.
Game Day Responsibilities:
  • Ensure courteous and accurate support to the Owner and Executives.  
  • Plan and coordinate the arrangement of the Owner’s and VIP guests to ensure they receive their appropriate tickets and parking. 
  • Provide VIP guests with appropriate tickets and credentials to each game.  
  • Coordinate the placement of all Suites to ensure VIP guests are in the appropriate suites.  
  • Meet and greet the VIP guests as they arrive to the stadium.   
  • Plan and coordinate special gifts and giveaways for the Owner’s suite(s) and VIP guest suite(s).
  • Ensure the VIP’s have appropriate security for the suite(s).  
  • Place all food orders for the Owner’s and VIP CF guest suite(s). 
  • Coordinate food for staff on game days
  • Other duties and special projects as assigned.
  • Bachelor’s degree required 
  • A minimum of 1-3 years of experience in an administrative support role required
  • Ability to work in a team/collaborative work environment 
  • Excellent organizational, interpersonal, communication, analytical and planning skills
  • Must be able to maintain a high level of confidentiality 
  • Highly proficient in Microsoft Office: Word, Excel, PowerPoint, Internet – Microsoft Office for day-to-day tasks and activities
CFFC is committed to providing equal employment opportunity and maintaining a workplace for employees and applicants for employment that is free from discrimination.   The Company does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex (including pregnancy), national origin, ancestry, ethnicity, citizenship, age, veteran or military status, disability, sexual orientation, sexual orientation or expression, marital status or any other characteristic protected by law. This policy governs all aspects of employment, including hiring, promotion, compensation, discipline, termination, and access to benefits and training.  

Job Questions:

  1. 1. Do you have a Bachelor's degree? yes/no