Administrative Assistant - Coca-Cola Amphitheater

About the role

Legends Global, a holistic agency serving brands in professional sports, collegiate, attractions, entertainment, international and convention sectors, is hiring an Administrative Assistant for its Coca-Cola Amphitheater in Birmingham. The role provides office services by implementing administrative systems, procedures and policies, monitoring administrative projects and covering duties such as payroll support, scheduling and record keeping. Hours vary with the concert and event schedule, and some nights and weekends are required.

Key responsibilities

• Maintain timesheets, enter payroll data, complete tip reporting and send weekly payroll reports to management on strict deadlines
• Complete time sheets for temporary employees and email them to the right people
• Assist with checking in employees, temps and vendors before events and concerts
• Maintain the calendar, arrange appointments and coordinate projects with the management team
• Keep files and records (attendance, event, employee and vendor files) and act as keeper of current and closed files
• Answer phones, take messages, direct inquiries and visitors, and maintain an inventory of office supplies
• Monitor office equipment, retrieve and deliver mail, coordinate FedEx and UPS mailings and draft letters and reports
• Complete reports for management and enforce corporate policies and procedures
• Work with other administrative staff on accounts payable, scanning files and reviewing vendor statements for accuracy
• Maintain the product receiving log and contribute to the team atmosphere

Required profile

• Associate's degree or three years of accounting experience
• Payroll experience required
• Office management principles and procedures experience
• Experience in the hospitality industry is a plus
• Ability to perform duties above expectations with little supervision, strong written and verbal communication, and ability to follow and give directions
• Excellent organizational skills, team player, and willingness to travel to the second venue in Dallas if required

Required skills

• Proficiency in MS Word, Excel, Outlook and PowerPoint
• Databases and internet searching skills
• Preferred: Bachelor's degree or higher in another field