Administrative Assistant

POSITION: Administrative Assistant

DEPARTMENT: Executive Office

REPORTS TO: General Manager

FLSA STATUS: Salaried, Exempt

LEGENDS GLOBAL

Legends Global is the premier partner to the world's greatest live events, venues, and brands. We deliver a fully integrated solution of premium services that keeps our partners front and center through our white-label approach.

Our network of 450 venues worldwide, hosting 20,000 events and entertaining 165 million guests each year, is powered by our depth of expertise and level of execution across every component - feasibility & consulting, owner’s representation, sales, partnerships, hospitality, merchandise, venue management, and content & booking - of world-class live events and venues.

The Legends Global culture is one of respect, ambitious thinking, collaboration, and bold action. We are committed to building an inclusive workplace where everyone can be authentic, make an impact, and grow their career. Winning is an everyday thing at Legends Global. We have the best team members who understand every win is earned when we come together as one unified team. Sound like a winning formula for you? Join us!

The Role:

The Administrative Assistant provides administrative support to the General Manager and Executive Department of the convention center. Responsibilities include maintaining records, preparing reports and correspondence, coordinating meetings, organizing contracts and departmental documentation, and assisting with routine office operations. The position helps ensure administrative tasks are completed accurately, efficiently, and within established deadlines.

Essential Duties and Responsibilities

• Coordinate meeting schedules, reserve meeting spaces, prepare materials, and record meeting minutes as requested.
• Prepare, format, and distribute routine correspondence, reports, presentations, forms, and other documents.
• Compile and submit monthly facility reports and other assigned administrative reports.
• Organize and maintain departmental files, records, correspondence, and electronic documentation.
• Maintain organized records of subcontractor and supplier contracts and related documentation
• Maintain and update departmental standard operating procedures (SOPs) and administrative reference materials.
• Receive and route incoming mail, emails, and other correspondence to the appropriate department or individual.
• Assist with tracking routine requests, outstanding documentation, and administrative follow-up items.
• Coordinate travel reservations, appointments, and related arrangements as requested.
• Assist with gathering information, compiling data, and preparing materials for meetings and reporting purposes.
• Maintain office supplies and coordinate office equipment servicing as needed.
• Provide general administrative assistance to the General Manager and Executive Department, including copying, scanning, filing, and document distribution.
• Maintain confidentiality when handling business records, contracts, correspondence, and other sensitive information.
• Communicate professionally with internal departments, vendors, clients, and other business contacts.
• Provide backup receptionist coverage as needed, including greeting and directing visitors, answering and transferring incoming calls, and assisting with general inquiries.
• Perform other duties as assigned.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty with energy and enthusiasm. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

• High School Diploma or GED.
• College degree, preferred.
• Or equivalent combination of education and experience.
• Two years related secretarial experience.
• One to three years’ experience supporting Senior Level Management, preferred.
• Similar experience in convention centers, hotels, and F&B facility a plus.

Skills and Abilities

• Strong organizational skills and attention to detail.
• Effective written and verbal communication skills.
• Ability to manage multiple administrative assignments and meet established deadlines.
• Ability to follow instructions, established procedures, and departmental guidelines.
• Ability to work independently on routine assignments and recognize when guidance is needed.
• Strong customer service and interpersonal skills.
• Ability to maintain accurate records and handle confidential information appropriately.
• Flexibility to adjust to changing priorities in a fast-paced venue environment.
• Professional demeanor, reliability, and a commitment to completing work accurately and on time.

Computer Skills

• Proficiency in Microsoft Office, including Word, Excel, Outlook, and PowerPoint.
• Ability to use standard office equipment and electronic filing systems.
• Experience with document management systems and business software preferred.

WORKING CONDITIONS

Location: On Site, Broward County Convention Center

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

NOTE:

The essential responsibilities of this position are described under the headings above. They may be subject to change at any time due to reasonable accommodation or other reasons. Also, this document in no way states or implies that these are the only duties to be performed by the employee occupying this position.

Legends Global is an Equal Opportunity/Affirmative Action employer, and encourages Women, Minorities, Individuals with Disabilities, and protected Veterans to apply. VEVRAA Federal Contractor.