Administrative Assistant Job at ASM Global in Richmond

Overview

Position Announcement: Administrative Assistant

Facility: ASM Richmond – Altria Theater & Dominion Energy Center

Location: Richmond, VA

POSITION: Administrative Assistant

DEPARTMENT: Administration

REPORTS TO: General Manager – Altria Theater

FLSA STATUS: Salaried – Non-Exempt

Administrative Assistant

Position Summary: ASM Global—Richmond, the leader in privately managed public assembly facilities, has an opening for an Administrative Assistant. Under the general direction of the General Manager of Altria Theater, the Administrative Assistant serves as the office manager for the administration offices of Altria Theater and Dominion Energy Center. This individual is responsible for the weekly daily activities required to answer incoming calls, oversee lost & found, schedule part-time receptionists during performance evenings, and assist both General Managers in calendar management among other duties as defined below.

Responsibilities

• Act as the point of contact between the executives and internal/external clients
• Receive calls, take messages, and route correspondence
• Handle requests and queries appropriately
• Maintain schedules, arrange meetings and appointments, and provide reminders
• Make travel arrangements
• Take dictation and minutes and accurately enter data
• Monitor office supplies and research advantageous deals or suppliers
• Produce reports, presentations and briefs
• Develop and carry out an efficient documentation and filing system

This position will also provide support to RPAC Inc., under the direction of its CFO and Treasurer (approximately 10 hours per month on average):

• Providing all administrative support to the Treasurer
• Providing administrative support to the RPAC Board Chair, Committee Chairs, and Directors
• Set up quarterly Board Meetings conference calls
• Distribute Board Meeting materials and minutes to Board Members
• Prepare Board Meeting Space, including establishing quality remote technology as necessary
• Coordinate with ASM and RPAA on administrative matters as appropriate
• Maintain, in coordination with the Treasurer, all RPAC documents on at least two servers for risk management
• Any other duties that may arise

Qualifications

• Proven experience as an Administrative Assistant, Senior Executive Assistant, or in another secretarial position
• Full comprehension of office management systems and procedures
• Excellent knowledge of MS Office
• Proficiency in English
• Exemplary planning and time management skills
• Up-to-date with advancements in office gadgets and applications
• Ability to multitask and prioritize daily workload
• High level verbal and written communications skills
• Discretion and confidentiality
• High School degree; additional qualification as personal assistant would be considered an advantage

Other Qualifications

Ability to work with limited supervision and as a team member. Requires ability to work flexible hours, including nights, weekends, and holidays, in addition to normal business hours.

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. Must be able to lift up to 50 lbs. While performing the duties of this job, the employee is required to walk extensively.