Administrative Assistant

POSITION : Administrative Assistant

DEPARTMENT : Marketing & Sales

REPORTS TO : Director Sales & Marketing

FLSA STATUS : Full-time, Hourly

Summary

Schedules appointments, answers phone, provides information to callers, and handles clerical, administrative, and business details to support the front desk by performing the following duties. This position will work with the sales departments, external vendors, and team members within the Convention Center, Civic Plaza, Kiva Auditorium, and Jennifer Riordan Spark Kindness Sports Complex.

Essential Duties and Responsibilities

Organizes and maintains file system, files correspondence and other records

Greets scheduled visitors and directs to appropriate area or person

Conducts research, compiles and types statistical reports, completes monthly facility reports

Coordinates and arranges executive staff meetings, prepares agendas, reserves and prepares meeting locations, 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

Orders and maintains supplies, and arranges for equipment maintenance, as directed

Maintain Albuquerque Convention Center website and social media pages

Create electronic files for prospect & tentative bookings and processes cancellations

Distribute add-on, contract addendums, and revised work orders

Clean-up & update work order wall file. Discard old work orders, as necessary

Record & maintain occupancy report

Assist event services & sales staff with administrative & special assignment duties

Work on special projects as assigned by General Manager, Director of Sales & Marketing (DOSM), or Director of Operations.

Prepare PR Requests

Prepare check request for General Manager, DOSM, or Director of Operations

Enter ASM Global booking space holds

Maintain / record CoA special events permits

Keep a clean and orderly work area

Maintain website calendar of events

Prepares contracts for review by DOSM

Perform other duties as assigned

Skills and Abilities

Proficient in Microsoft Office applications

Ability to use standard office equipment, i.e. computer, calculator, fax machines, copy machines

Ability to prioritize tasks and handle multiple tasks simultaneously

Good communication, problem solving, and organizational skills

Excellent customer service and public relations skills

Other Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed 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 / or Experience

High School diploma or G.E.D.

Two years related secretarial experience

Associates Degree in Business or Office Administration 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.

While performing the duties of this job, the employee is regularly required to sit for long hours; use hands to handle files, type, and operate office machines; to talk and hear on the telephone. Specific vision abilities required by this job include close vision to handle office correspondence.

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.