Administrative Assistant | Firebirds - Oak View Group
Palm Desert, CA 92211
About the Job
Oak View Group is the global leader in venue development, management, and premium hospitality services for the live event industry. Offering an unmatched, 360-degree solution set for a collection of world-class owned venues and a client roster that includes the most influential, highest attended arenas, convention centers, music festivals, performing arts centers, and cultural institutions on the planet.
The Administrative Assistant provides support in handling phone calls, managing calendar appointments, managing travel arrangements, managing scheduling and meeting plans, preparing documents and presentations (using Word, Excel, and PowerPoint and other web-based software products).
The hourly rate for this position is $25 to $28.
For FT roles: Benefits: Health, Dental and Vision insurance, 401(k) savings plan, 401(k) matching, and paid time off (vacation days, sick days, and 12 holidays)
This position will remain open until December 31, 2024.
About the Venue:Learn more at CVFirebirds.com
America’s hottest music festival destination finally has the world-class arena it deserves. Now open, the brand new Acrisure Arena provides the greater Palm Springs area of Southern California with a premiere 11,000+ capacity venue hosting the biggest artists and acts on the planet. We are #TheCoolestSpot in the desert, designed specifically for hockey and acoustically designed for concerts, Acrisure Arena provides top-tier hospitality, artist amenities, and all of the benefits of a modern music and sports venue to the Coachella Valley.
- Develop and produce Powerpoint presentations or Excel spreadsheets as requested by VP Marketing
- Schedule and maintain calendar via outlook
- Generating reports using Excel
- Schedule and maintain calendar for VP, Marketing and Creative via Outlook
- Create, update and maintain a catalog of marketing materials for prospective clients presentation materials for existing clients
- Manage expense management for the Senior Manager and the team of consultants book travel for the team
- Act as an administrative support resource for the VP of Marketing & Team Business Services
- Assisting with technical issues and contact appropriate vendors as necessary (copiers, faxes, computers, phones, ENO Boards, laptops)
- Ensuring all areas of the office are neat (waiting room, pantry, offices)
- Provide assistance with scheduling meetings, calendar updates and other administrative duties
- Manage and maintain demanding schedules with little direction
- Independently perform support functions including coordination of complex internal and external executive meetings/calls, preparing correspondence, hosting visitors, routing information requests, booking travel and organizing team meeting
- Create and edit presentations, forms, documents and spreadsheets
- Assist in tracking expense and purchase order workflow and ensure that they are prepared and submitted on a timely basis
- Take ownership of business priorities and needs across the organization
Qualifications for Administrative Assistant
- Discretion and ability to handle confidential matters a must
- Ability to multi-task, understand priorities, and balance workload
- Experience working as Executive Admin and with moderately large team, able to juggle, prioritize
- 4+ years Administrative experience with minimum Associates Degree or higher preferred
- Strong experience producing written communication
- Managing deadlines to ensure projects are on-time
Skills for Administrative Assistant
- Excel
- PowerPoint
- Word
- Publisher
- Similar software
- Skill in using computer software
- MS Office product suite
- Outlook
- Excel and PowerPoint
- Microsoft Office
Desired experience includes:
- Must have ability to handle numerous tasks in an efficient and timely manner
- Minimum of two years’ experience in an Administrative Assistant position
- 1 year of marketing, event planning, or similar experience preferred
- Meeting preparation (ordering food, having coffee ready, preparing conference room)
- Managing Office Task Binder (consists of staff administrative requests)
- Website editing (add/remove content to our website as needed)
Strengthened by our Differences. United to Make a Difference:
At OVG, we understand that to continue positively disrupting the sports and live entertainment industry, we need a diverse team to help us do it. We also believe that inclusivity drives innovation, strengthens our people, improves our service, and raises our excellence. Our success is rooted in creating environments that reflect and celebrate the diverse communities in which we operate and serve, and this is the reason we are committed to amplifying voices from all different backgrounds.
Oak View Group is committed to equal employment opportunity. We will not discriminate against employees or applicants for employment on any legally recognized basis (“protected class”) including, but not limited to veteran status, uniform service member status, race, color, religion, sex, national origin, age, physical or mental disability, genetic information or any other protected class under federal, state, or local law.