Coordinator, Operations - Atlanta Hawks Basketball Club (Atlanta, GA)
This role is responsible for supporting the Philips Arena Operations team in achieving operational success through project support, data analysis, reporting and administrative assistance.
Assist in assembling Public Improvements Capital Budget information and formatting for submission to Atlanta Fulton County Recreation Authority.
Provide support in assembling project information for Authorization Capital Expenditure approvals and tracking progress of the project.
Assist in capital budget tracking and project billing to ensure accurate accounting of funds spent.
Coordinate and over see office space planning, space reconfiguration, and work place enhancements for office staff needs.
Schedule project meetings, providing outlines, taking minutes, and assisting in elements of project scheduling.
Maintain department purchase order logs and cross reference billing to ensure accuracy.
Assist with accrual of expenses ensuring accounting has an accurate account of materials ordered and outstanding in payment.
Maintain Building Operations project files with all necessary back up, cost tracking and support.
PERFORMANCE TRACKING, ANALYSIS & REPORTING
Review and understand a variety of contracts in order to track deliverables either directly with contractors or by supporting arena personnel.
Assist in achieving operational objectives by preparing and analyzing budgets for review by senior leadership including forecasting requirements, preparing budgets, scheduling expenditures, and submitting purchase orders.
Make recommendations for process improvements in data collection, analysis, reporting and information flow. Will utilize existing information or assist in creating ways to capture new information to help measure and report. Will work with Operations staff to develop reporting methods.
Assist with CMMS system set up and long term operation, designing custom reports, assisting with productivity analysis.
Maintain monthly reports for Building Operations (Utilities/Waste Management); assist in preparing various reports as needed to include research, input and summarization of data.?
Provide day to day administrative support to Operations Department of the arena to include managing files, business contacts/ staff contacts, correspondence, scheduling meetings & meeting space reservations.
Process expense reports in a timely and accurate manner
Process invoices in accordance to Accounting policies, procedures and deadlines.
Bachelor’s Degree from a 4 year College or University and 2 plus years related experience and/ or training; or equivalent combination of education and experience college coursework preferred
Must be able to produce high level reports and analysis with accuracy and attention to detail.
Ability to grasp concepts quickly and work with minimal supervision in a fast paced environment.
Must be highly organized and able to exercise professional initiative and good judgement in prioritizing work balancing multiple tasks.
Must be able to maintain discretion and confidence as this position will have access to sensitive information.
Experience interacting with colleagues at all levels of an organization.
Must have a command of the English language and have an advanced level of writing/ communication skills including grammatical, editing and proof reading skills.
Must be computer literate with a working knowledge and experience with the entire Microsoft suite of products and other software packages as applicable.
Manager of Administration for CRO/Sales- Full Time - Miami HEAT (Miami, FL)
Description of the Position: The Miami HEAT is looking for a Manager of Administration to perform administrative duties for the Executive Vice President/Chief Revenue Officer. Responsibilities include but are not limited to screening calls, making travel and meeting arrangements, preparing reports and financial data, and dealing with our internal and external stakeholders. Other responsibilities include:
Maintain the budgets for the Sales Division; Corporate Sales, Corporate Services, Ticket Sales, Premium Services
Code and process invoices, expense reports, check requests, house charges, petty cash requests and American Express statements
Manage bill backs – invoicing, checks and balances, maintain spreadsheets for each account manager for commission payouts
Maintain calendars for EVP & CRO, VP of Corporate Partnerships and VP of Tickets Sales
Assist with scheduling of meetings and conference calls (internal and external)
Assist with scheduling of travel – airfare, hotel, car service, reservations, etc.
Plan, purchase, execute delivery of gifts to all of our Corporate and Premium Accounts.
Plan and carry out all aspects of our Corporate Events trips, which includes the invite list, flight reservations, gathering information from all guests that RSVP, venue site visit for planning purposes, confirming the schedule of events and activities, rentals, food & beverage, car service, and purchasing and packaging gifts.
Bachelor’s degree or equivalent from a 4-year college or technical school; or one year related to 2 years’ experience and/or training; or equivalent combination of education and experience. Requires strong computer and internet research skills. Also calls for flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, disability, marital status, sexual orientation, pregnancy, genetic information, national origin, citizenship status, veteran status, and any other legally protected status entitled to protection under federal, state, or local anti-discrimination laws. EOE & DFWP
The Administrative Assistant will be responsible for performing high-level administrative and project coordination for the Chief Commercial Officer & SVP Innovation and VP Content and Communications. This includes but is not limited to answering phones; scheduling; managing calendars; planning, coordinating and preparing for meetings. This also includes scheduling travel through the company system; processing expense reports; and maintaining inventory of department supplies. The position also involves ordering and processing game tickets as required, and coordinating project plans, action steps and communication.
Responsible for performing high-level administrative and project coordination for two (2) senior executives: Chief Commercial Officer & SVP Innovation, and VP, Content & Communications. This includes but is not limited to answering phones; scheduling; managing calendars; planning, coordinating and preparing for meetings, including Sr. Management monthly meetings and events
Make independent decisions and judgments on areas of responsibility with limited supervision, including management of vendors, representation of the company at various events, purchase of necessary department equipment, and creation and dissemination of various communications
Schedule travel through the company system; process expense reports; and maintain inventory of department supplies
Manage different and often conflicting schedules, projects and activities
Order and process game tickets as required and coordinate project plans, action steps and communication
Additional Responsibilities/Non-Essential Duties
Training and back-up for other administrative assistants
Participation on company committees and/or taking meeting notes as directed
Maintain supplies for 3rd floor such as copy paper and break room supplies
Coordinate Marketing Partnership requests and serve as a liaison for the Content and Communications team.
Coordination of team participation at NBA events & meetings
Coordinate meeting schedules for external consultants including our TMBO representatives
Take on special projects and drive them to completion
Must be high energy, very detail-oriented, intuitive, a self-starter, diplomatic, have the ability to manage projects, and work with minimal supervision
This person represents the senior leaders of the company and therefore must possess a high level of professionalism, in addition to discretion in handling confidential information
Demonstrate ability to problem solve and prioritize based on organizational experience
Excellent verbal and written communications skills
Excellent interpersonal skills
Must be able to appropriately prioritize workload, as well as demonstrate flexibility and poise when responding to unanticipated events
This position requires strong MS Office with an emphasis on PowerPoint, Outlook, Excel and Word.
Ability to make independent decisions on issues that impact the company and senior level executives
Ability to create and develop clear, effective reports, presentations and communications for a wide variety of audiences
Minimum of 5+ years' experience assisting a Sr. level Executive
Previous experience supporting multiple Sr. Executives a plus
Working Conditions and Physical Demands:
Traditional work schedule to include occasional evenings, weekends, and holidays to meet business needs.
The physical demands 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.
This is not an all-inclusive document. Additional duties, expectations, demands, etc. may be added or changed to this document on an as-needed basis in order to meet organizational needs.
The Phoenix Suns are an Equal Opportunity Employer
When you apply for this job online, you will be required to answer the following questions:
1. Do you have a minimum of 5+ years' experience assisting a Sr. level Executive?