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Senior Administrative Assistant
MLB
New York, NY, United States
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MAJOR PURPOSE
Provide overall administrative support to the Senior Vice President, Special Events on all areas of the departments responsibilities including but not limited to; Department attendance, Department Credit Card, Department Airline bill, Travel arrangements, etc. Special duties as assigned to All-Star events, World Series and other events on the MLB Calendar.
MAJOR RESPONSIBILITIES
• Handles day-to-day administrative needs of the SVP of Special Events.
• Schedules appointments, meetings and conference calls
• Drafts general correspondence
• Maintains contract tracking system for department
• Maintains department filing system and attendance records
• Opens and sorts department mail
• Organizes and files all paperwork and maintain events binders
• Coordinates travels arrangements for Sr. Vice President
• Prepares expense reports and other budget related items
• Reconcile the monthly Special Events Dept credit card
• Reconcile the monthly UTAP air travel charges of Special Events staff travel
• Maintain and update calendar
• Answers phones, faxes and orders office supplies
• Maintain tracking of Special Events Dept closet inventory
• Assist SVP in All-Star Planning process communication with Host Club and MLB Coordinators
• Support & service SVP on projects such as Postseason, World Baseball Classic, Industry Meetings as assigned or needed
• Work closely with SVP on All-Star Game Red Carpet Show timetable and maintain budget
• Organize December Kid’s Days
• Organizes power point presentations for key Special Events projects with SVP as they are assigned.
• Handles Purchase Orders & Invoice coding for Finance department to process as needed.
• Handles Kids Day & Holiday Sale
• Performs related duties as required
REQUIREMENTS
• Bachelor’s degree and a minimum of 3 years’ experience supporting a senior executive manager in an administrative capacity or an equivalent combination of education and experience.
• Excellent computer aptitude including working knowledge of MS Office Suite (Word, Excel, Access and PowerPoint).
• Demonstrated time management skills including the ability to meet strict deadlines in a fast-paced environment.
• Excellent interpersonal, written, and oral communication skills.
• Professional demeanor, organized and detail oriented.
• Some Travel is required