POSITION: Administrative Assistant
DEPARTMENT: Executive Office
REPORTS TO: General Manager
FLSA STATUS: Salaried, Exempt
LEGENDS GLOBAL
Legends Global is the premier partner to the world's greatest live events, venues, and brands. We deliver a fully integrated solution of premium services that keeps our partners front and center through our white-label approach.
Our network of 450 venues worldwide, hosting 20,000 events and entertaining 165 million guests each year, is powered by our depth of expertise and level of execution across every component — feasibility & consulting, owner’s representation, sales, partnerships, hospitality, merchandise, venue management, and content & booking — of world-class live events and venues.
The Legends Global culture is one of respect, ambitious thinking, collaboration, and bold action. We are committed to building an inclusive workplace where everyone can be authentic, make an impact, and grow their career. Winning is an everyday thing at Legends Global. We have the best team members who understand every win is earned when we come together as one unified team. Sound like a winning formula for you? Join us!
The Role:
The Administrative Assistant provides administrative support to the General Manager and Executive Department of the convention center. Responsibilities include maintaining records, preparing reports and correspondence, coordinating meetings, organizing contracts and departmental documentation, and assisting with routine office operations. The position helps ensure administrative tasks are completed accurately, efficiently, and within established deadlines.
Essential Duties and Responsibilities
Coordinate meeting schedules, reserve meeting spaces, prepare materials, and record meeting minutes as requested.
Prepare, format, and distribute routine correspondence, reports, presentations, forms, and other documents.
Compile and submit monthly facility reports and other assigned administrative reports.
Organize and maintain departmental files, records, correspondence, and electronic documentation.
Maintain organized records of subcontractor and supplier contracts and related documentation
Maintain and update departmental standard operating procedures (SOPs) and administrative reference materials.
Receive and route incoming mail, emails, and other correspondence to the appropriate department or individual.
Assist with tracking routine requests, outstanding documentation, and administrative follow-up items.
Coordinate travel reservations, appointments, and related arrangements as requested.
Assist with gathering information, compiling data, and preparing materials for meetings and reporting purposes.
Maintain office supplies and coordinate office equipment servicing as needed.
Provide general administrative assistance to the General Manager and Executive Department, including copying, scanning, filing, and document distribution.
Maintain confidentiality when handling business records, contracts, correspondence, and other sensitive information.
Communicate professionally with internal departments, vendors, clients, and other business contacts.
Provide backup receptionist coverage as needed, including greeting and directing visitors, answering and transferring incoming calls, and assisting with general inquiries.
Perform other duties as assigned.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty with energy and enthusiasm. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience
High School Diploma or GED.
College degree, preferred.
Or equivalent combination of education and experience.
Two years related secretarial experience.
One to three years’ experience supporting Senior Level Management, preferred.
Similar experience in convention centers,…