Executive Assistant, Venue Operations

Anaheim Ducks•Anaheim, CA

1d•$75,000 - $100,000•Onsite

About The Position

A great experience starts with you! Join our team to help create and develop the future of live entertainment and sports in Orange County! Once you've had a chance to explore our current open positions, apply to the ones you feel best suit you, as an applicant, you can always see your application status in your profile. Mission: To enrich the lives in our community through shared experiences, welcoming spaces, and responsible actions. Vision: We will be the social and entertainment center of Orange County – a place where the cultural kaleidoscope of the region converges and connects. Our vibrant, rich collection of experiences will celebrate the diversity of our community. Values: Be Safe | Do the Right Thing | Be Generous | Include Everyone | Make it Easy | Be Bold The Executive Assistant provides comprehensive support to an executive leader. The ideal candidate will possess exceptional administrative skills, a proactive mindset, and the ability to handle multiple tasks efficiently. The Executive Assistant acts as a key liaison between the executives and various internal and external stakeholders, ensuring seamless communication and operations.

Requirements

Bachelor’s degree in Business Administration, Communications, or a related field preferred
Minimum of 3-5 years of experience as an Executive Assistant or in a similar role
Knowledge of virtual meeting platforms (e.g., Zoom, Microsoft Teams)
Understanding of business operations and organizational structures
Familiarity with project management principles and practices
Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
Excellent verbal and written communication skills
Effective interpersonal skills for interacting with diverse groups
Strong analytical skills to anticipate and resolve issues proactively
Capacity to ensure completeness and correctness of work outputs
Proficiency in prioritizing workload to meet deadlines effectively
Capability to stay organized and productive under tight schedules
Flexibility in handling a variety of tasks and responsibilities
Ability to juggle multiple tasks and projects simultaneously
Ability to adapt to changing priorities and executive needs
Ability to maintain high accuracy and thoroughness in all tasks
Ability to draft and edit reports, emails, and other documents
Ability to manage multiple calendars and schedules efficiently
Ability to handle complex and sensitive situations with discretion

Responsibilities

Provide Executive Assistant support to Venue Operations executives and the VP Construction Services, as needed and as assigned
Provide high-volume construction administrative support, including invoice processing and contract workflow coordination in IronCloud, as needed
Manage and maintain the executive’s calendar, including scheduling meetings, appointments, and travel arrangements
Prepare and edit correspondence, communications, presentations, and other documents
Conduct research and compile data for reports and presentations
Handle confidential information with discretion
Serve as the primary point of contact for internal and external stakeholders on all matters pertaining to the executive
Screen and direct phone calls, emails, and other communications
Coordinate and communicate executive priorities and initiatives
Organize and coordinate executive meetings, including preparing agendas, taking minutes, and following up on action items
Ensure meeting materials are prepared and distributed in advance
Plan and coordinate complex travel itineraries, including flights, accommodations, and ground transportation
Prepare travel expense reports and handle reimbursement processes
Track progress and ensure timely completion of projects
Maintain office supplies and equipment
Ensure the executive’s office is organized and efficient
Assist in the planning and execution of special projects and initiatives
Perform other duties and projects as assigned