Executive Assistant/HR Designee

POSITION:                        Executive Assistant/HR Designee

DEPARTMENT:                Finance / HR Administration

REPORTS TO:                   Director of Finance

FLSA STATUS:                  Non-Exempt

Summary

As the world’s leading venue management company and producer of live event experiences, ASM Global is the preeminent management and content partner with over 350 venues worldwide. Operating and investing in the world’s most important stadiums, arenas, convention centers, and theaters requires unmatched dedication and the most profound expertise. Our focus is YOU! Through investments in growth, resources, and technology we strive to enhance the experience of our internal Team Members and to continue creating amazing live experiences for the guests that we serve.

Essential Duties and Responsibilities

Administrative Support:

• Reads and routes incoming mail. Locates and attaches appropriate file to correspondence to be answered by GM, Director or Manager.
• Assists with Customer Service inquiries and responses.  Composes and types routine correspondence.
• Organizes and maintains file system and files correspondence and other records.
• Helps with VIP & Premium Ticket requests and assists with fulfillment
• Coordinates GM/Director's/Manager's schedule and makes appointments.
• Greets scheduled visitors & vendors and directs to appropriate area or person.
• Arranges and coordinates calendars, travel schedules and reservations.
• Conducts research, and compiles and types statistical reports. Completes monthly facility reports
• Coordinates and arranges executive staff and other meetings, prepares agendas, reserves, and prepares meeting location, and records and transcribes minutes of meetings.
• Makes copies of correspondence or other printed materials.
• Prepares outgoing mail and correspondence, including e-mail and faxes.
• Assists with IT provider to arrange appointments and troubleshooting.
• Orders and maintains supplies and arranges for equipment maintenance.

Human Resources Support:

• Follows ASM Global Human Resources policies to assure compliance with legal requirements and government reporting regulations affecting human resources functions. Maintains compliance with state regulations concerning employment.
• Administers various Human Resources plans and procedures for all facility personnel.
• Performs recruitment activities. Writes and places advertisements. Recruits, interviews, tests, and selects employees to fill vacant positions. Plans and conducts new employee orientations.
• Keeps records of benefits plans participation such as insurance and retirement plan, personnel transactions such as hires, promotions, transfers, performance reviews, and terminations, and employee statistics for government reporting.
• Coordinates training or trains Managers in interviewing, hiring, terminations, promotions, performance management, performance review, safety, and sexual harassment. Coordinates training or trains employees in ASM Global Training.
• Advises management in appropriate resolution of employee relations issues. Advises the corporate office of
• EEOC complaints and other employee relations problems.
• Responds to inquiries regarding policies, procedures, and programs.
• Administers performance review and salary administration program.
• Administers benefits programs such as life, health, dental and disability insurances, pension plans, vacation, sick leave, leave of absence, and employee assistance. Serves as the COBRA and FMLA Administrator for facility.
• Investigates accidents and prepares reports for insurance carrier.
• Prepares employee separation notices and related documentation, conducts exit interviews and offboarding process.

Qualifications

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.

Education and Experience         

• High School Diploma or G.E.D required.  Bachelor’s Degree in Business Administration/Human Resources related field preferred.
• Two years related administrative or HR experience                                      

Skills and Abilities

• Ability to use all office equipment.
• Comfortable with technology
• Ability to prioritize tasks and handle multiple assignments at once.
• Ability to function well in a high-paced and at times stressful environment.
• Good communication, problem solving and organizational skills.
• Ability to work irregular hours that may vary due to functions and may include day, evening, weekends and holidays 
• Excellent customer service skills and public relations skills.
• Excellent time management skills with a proven ability to meet deadlines.

Computer Knowledge

To perform this job successfully, an individual must be proficient in Microsoft Word, Excel, and PowerPoint with the ability to learn new or updated software as needed.  Experience with Workday, ADP EV5, Timekeeping systems preferred.

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Note

The essential responsibilities of this position are described under the headings above. They may be subject to change at any time due to reasonable accommodation or other reasons. Also, this document in no way states or implies that these are the only duties to be performed by the employee occupying this position.

ASM Global is an Equal Opportunity/Affirmative Action employer, and encourages Women, Minorities, Individuals with Disabilities, and protected Veterans to apply. VEVRAA Federal Contractor.