Administrative Assistant - Coca-Cola Amphitheater

About the role

Legends Global, a hospitality and sponsorship agency serving brands such as Coca-Cola, 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 supporting the team around concerts and events. Hours vary with the concert 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
• Help check in employees, temps, staff and vendors before events and concerts
• Maintain the calendar, arrange appointments and coordinate projects with management
• 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
• Assist with accounts payable, scan files for management, review vendor statements and maintain the product receiving log
• Travel to the second venue in Dallas may be required

Required profile

• Associate's degree or three years of accounting experience
• Payroll experience required
• Office management experience and hospitality experience are a plus
• Ability to work with little supervision, strong communication skills and excellent organization

Required skills

• Proficiency in Microsoft Word, Excel, Outlook and PowerPoint
• Databases and internet searching