Objective: Provide high-level administrative support and coordination for the Vice President, ensuring seamless day-to-day operations and efficient execution of key responsibilities. Essential Functions: + Office Operations Management: Oversee and support all administrative duties to ensure smooth and efficient operations. + Reception Duties: Serve as the primary point of contact for the Vice President, greeting visitors and managing calls as needed. + Travel Coordination: Arrange comprehensive travel plans for the Vice President and accompanying personnel, including flights, accommodations, and ground transportation. + Expense Management: Reconcile credit card statements, dispute questionable charges, and maintain organized records of receipts. + Confidentiality: Protect all sensitive information encountered in the course of duties. + Collaboration: Partner with team members and other departments to ensure timely completion of tasks and projects. + Meeting Preparation: Organize materials, presentations, and technology for the Vice President’s meetings and presentations. + Event Support: Assist in checking premium areas during stadium events with attendance exceeding 10,000, and provide support for arena events as needed. + Cross-Department Liaison: Represent the executive team and foster strong communication across departments. + Scorecard Facilitation: Collect and consolidate data for the monthly Scorecard Presentation, ensuring accuracy and timeliness. + Leadership Meetings: Prepare agendas and materials for monthly Leadership Team Meetings. + Document Management: Create and maintain organized files of correspondence, reports, and other key documents. + Communication and Reporting: Draft, edit, and format correspondence, spreadsheets, and reports with a high level of professionalism. + Project Management: Execute special projects with regular progress updates, ensuring deadlines are met. + Office Support: Handle ad hoc office manager duties to maintain a well-functioning workspace. + Event Planning: Organize events such as QLM meetings, CWFS’s annual Kick-Off Party, and team-building activities. + Accounting Assistance: Prepare reports and support accounting tasks for the Vice President. + Front Desk Relief: Provide reception coverage as needed. Requirements Special Requirements: + Must be able to work most Saturdays during football season to assist the HR department with employee badging. + Must be able to walk at least 5 miles during stadium events. Position Requirements: + Professionalism: Maintain a friendly, positive demeanor with clients, colleagues, and stakeholders. + Accuracy and Organization: Deliver error-free work and maintain a tidy workspace. + Proactive Follow-Through: Complete tasks independently and communicate progress regularly. + Prioritization: Effectively balance competing priorities. + Anticipation and Initiative: Predict the needs of the executive team and take action without prompting. + Technical Aptitude: Proficient in office technology and software, serving as a resource to the team. + Time Management: Manage multiple tasks with urgency while maintaining high standards. + Leadership and Stability: Handle complex projects calmly and competently. + Growth Mindset: Welcome feedback and embrace challenges. Benefits Benefits: + Competitive salary based on experience. + Health, dental, and vision insurance. + 401(k) + Paid time off (vacation, sick leave, and holidays). + Life and disability insurance. + Professional development opportunities. + Supportive and collaborative work environment.