Administrative Assistant, Corporate Partnerships

  • National Basketball Association
  • Los Angeles, CA, USA
  • Sep 23, 2018
Full time Admin-Clerical Business Development

Job Description

The primary responsibility of the Administrative Assistant position is to provide a wide range of direct Administrative support to the VP, Corporate Partnerships.  This person with be a trusted partner in maximizing the time spent by the VP, Corporate Partnerships on their executive level responsibilities. 
 
Key metrics used to evaluate performance: 
·         All duties and responsibilities completed at or before deadlines, and executed with high levels of detail orientation,  discretion, and professionalism
·         Pre-meeting preparation (i.e. reminders, all materials, etc.)
·         Feedback from event attendees
·         Facilitation of electronic file management, including emails and paper file conversion

Essential Functions (Duties & Responsibilities**): 
EXECUTIVE SUPPORT 
·         Calendar & travel management for VP, Corporate Partnerships 
·         Plan and orchestrate all aspects of meetings and calls 
·         Process all forms and expense reports
·         Ensure that tasks and projects are completed correctly and on time
·         Proactively communicate follow-up information on all matters
·         Run/manage staff meetings including agenda coordination and timely action oriented recaps
·         Send gifts/merchandise to partners, guests, charities, etc. Work with Community Relations to obtain LOA and ship to organization
 
REPORT COORDINATION
·         Document support: Word, PowerPoint, Excel, general formatting
·         Coordinate monthly reporting, tracking and distribution 
·         Maintain organized files/folders/binders (digital and/or print)
·         Highly organized archiving and record keeping
 
OFFICE SUPPORT
·         Phone/fax/mail/voicemail coverage for Corporate Partnership team
·         Overall clerical responsibilities such as scanning documents and making copies
·         Maintain office supply inventory
·         Order and pick up meals as needed
·         Escort guests to offices
 
SPECIAL EVENT SUPPORT
·         Special Events @ STAPLES Center
-          Gather list for invitations/database management
-          Send out all evites, track all RSVPS’s, and maintain guest list
-          Coordinate tickets, event passes & parking needs for guests
-          Provide assistance during events, as needed 
 
**Responsibilities subject to change based on organizational needs and direction from management.
 
Education (Required/ preferred): 
Bachelor’s degree (preferred)
 
Previous experience: 
A minimum of two (2) years working as an Administrative Assistant at the Executive level. Past experience working in entertainment, with high-profile celebrities and clients, VIPs, and professional athletes strongly preferred.
 
Knowledge, skills, abilities:
·         Extremely detail oriented; diligent 
·         Initiates work without specific instruction
·         Grasps concepts and processes with ease; able to effectively prioritize projects and tasks
·         Accurately checks processes and tasks
·         Discovers and corrects errors
·         Exhibits ownership over responsibilities and assigned projects
·         Ensures that tasks and projects are completed correctly and on time
·         Communicates follow-up information without being asked
·         Strong interpersonal and influencing skills
·         Professional/polished communication style
·         Actively listens, expresses ideas/thoughts effectively
·         Ability to work with multiple managers and personality types
·         Works within and outside formal lines of authority
·         Patient & humble – partners effectively with various stakeholders
·         Must be highly organized
·         Able to effectively manage multiple projects simultaneously
·         Able to successfully prioritize projects and tasks
·         Able to perceive urgency and take action accordingly
·         Able to maintain work performance under occasional tight deadlines and annual crunch times
·         Adaptable – adjusts accordingly based on business needs
·         Works well in autonomy and ambiguity; proactively creates solutions 
 
Technology Capabilities: 
Microsoft Office (Word, Excel, PowerPoint, and Outlook), CONCUR, WEBEX (optional)
 
Physical Demands: 
Ability to lift up to 25 lbs.
 
Location:
El Segundo (offices M-F), and other occasional off-site events
 
Travel: 
Less than 5% of the time
 
Hours: 
Regular office hours (9am- 5:30pm M-F), plus overtime may be required; must be available to work evenings, weekends and holidays, if requested

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.