Senior Administrative Assistant Job at Fairplex in Pomona

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The Administrative Assistant provides high-level administrative support to the Director of Event Operations, serving as a trusted partner in managing day-to-day operations, communications, and strategic priorities. This role requires exceptional organizational skills, discretion, and the ability to anticipate needs in a fast-paced, dynamic environment.

Principal Duties And Responsibilities

• Manage and prioritize the Director’s calendar, including scheduling meetings, coordinating logistics, and resolving conflicts
• Prepare, proofread, and format professional correspondence, reports, presentations, and internal communications
• Serve as a liaison between the Director and internal/external stakeholders, ensuring timely follow-up and clear communication
• Coordinate travel arrangements, expense reporting, and event planning
• Maintain confidential records and handle sensitive information with discretion
• Support departmental initiatives by tracking deadlines, preparing materials, and assisting with project coordination
• Monitor and respond to emails on behalf of the Director when appropriate
• Assist with onboarding, compliance documentation, and procedural updates as needed
• Provide backup support to other administrative staff during peak periods or absences
• Maintain the cyber key system
• Review, reconcile and process all invoices
• Create and process purchase orders
• Analyze the Operations Department annual budget and make recommendations to the Director of Event Operations
• Review the monthly general ledger and determine accuracy of accounts. When necessary, communicate with other departments to correct errors.
• Maintains accurate records of the Event Operations Department files and documents
• Review monthly labor reports from other departments to ensure accuracy. When necessary, communicate with other departments to correct errors.
• Order required office, uniforms, equipment and supplies
• Other assignments as directed
  
  

Skills, Knowledge And Abilities

• Proven experience in executive-level administrative support (3+ years preferred)
• Strong written and verbal communication skills
• Proficiency in Microsoft Office Suite and document formatting tools
• Ability to manage multiple priorities with a high degree of professionalism and confidentiality
• Strong attention to detail and proactive problem-solving abilities
• Experience working in a structured, compliance-driven environment is a plus
• Composed and resourceful under pressure
• Collaborative and approachable demeanor
• Highly organized with a knack for anticipating needs
• Committed to upholding organizational standards and identity
  
  

Physical Requirements Of Job

• Prolonged periods of sitting at a desk and working on a computer
• Occasional standing, walking, bending, and lifting up to 15 pounds
• Ability to operate standard office equipment (e.g., copier, scanner, telephone)
• Visual acuity to read and produce documents, spreadsheets, and presentations
• Manual dexterity for keyboarding and handling office supplies
• May occasionally need to move between departments or attend off-site meetings
• Ability to operate a golf cart safely and regularly as part of daily duties
• Must hold a valid driver’s license and maintain eligibility to operate motorized vehicles on-site

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Entertainment Providers

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