Executive Assistant
Tampa Bay Lightning – Senior
Tampa · FL
Administration/General Management: Administrative/Executive Assistant
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Job Summary:
The Executive Assistant will provide administrative support for the Chief Commercial Officer and Chief Venue Officer. This position will be responsible for all duties related to daily office administration, meeting scheduling and planning, travel coordination, and correspondence. The Executive Assistant must have the ability to effectively build relationships and work professionally with all levels of the Organization.
Essential Duties & Responsibilities:
• Maintain Executive office of the CCO and CVO in an organized and efficient manner, including:
o Calendars
o Scheduling meetings
o Operating telephones
o Distributing all incoming and arrange all outgoing mail
o Updating/maintaining contact lists
o Maintaining necessary filing systems to ensure a productive work environment
o Reviewing, filtering, and responding to e-mails
o Managing ticket requests
o Performing inventory and ordering office supplies
o Preparing and responding to correspondence
• Track, monitor and prioritize all communication on a daily basis and provide follow-up and reminders
o Assist with communication to internal personnel
o Assist with communication to external contacts, including NHL Offices, vendors, civic and community leaders, corporate partners, etc.
o Maintain professional level of communication with staff throughout organization, while exercising discretion with confidential information
• Coordinate travel arrangements for the CCO and CVO including flight, car service, hotel and restaurant reservations
• Prepare, compile and distribute presentations, information and materials for meetings
• Assist in event planning and special projects as requested
• Coordinate arrangements for VIP guests, including gifts, catering, tickets, parking and dinner reservations for Lightning games and concerts/events
• Research and gather information (Internet and other resources) as requested
• Prepare monthly expense reports and reconcile monthly credit card statements
• Review and prepare check requests for monthly invoices, as necessary
• Assist other Executives as needed
• Perform other duties as assigned
Qualifications:
• 5+ years of experience as an Executive Assistant inclusive of supporting a C-level executives
• Ability to interact professionally and confidentially with all levels of ownership/family, management and staff; gracious and diplomatic
• Advanced knowledge of Microsoft Office, Outlook, Excel, Word, PowerPoint, and other related computer skills required
• Ability to meet deadlines; poised and work well under pressure
• Strong organizational skills, time management skills and attention to detail
• Strong verbal and written communication skills
• Ability to prepare reports and presentations individually and as part of a team
• Proactive; anticipates requests and needs; prepares alternatives and backup plans
• Ability to work independently without supervision, be self-directed and demonstrate initiative
• Ability to prioritize and manage multiple tasks/projects and support multiple high-level executives
• Effective problem-solver; must approach challenges with uncompromising professionalism to overcome obstacles and achieve results
• Strong teamwork and team synergy skills; ability to build relationships with others
• Good judgment and decision-making skills
• Available and willing to work extended hours, including evenings and weekends
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
