Administrative Assistant, Entertainment

Under the direction of the Vice President, Entertainment, the Administrative Assistant, Entertainment is responsible for preparing presentations, generating reports, and administrative duties related to the Entertainment department, including but not limited to the talent buying process, interacting and corresponding with executives across the property. The coordination of various operational aspects while partnering closely with department leadership, including contract management, vendor management, accounts payable, maintaining and updating the department budget, processing payroll, and organization of Entertainment department-related paperwork. This position contributes to a positive and creative environment for the production team through collaboration and efficient communication while championing the goals and priorities of the Tribe in a manner that faithfully reflects and upholds the Tribe’s vision, mission, and values.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1.  Assists in the administration functions associated with the talent booking process including but not limited to offer tracking, contract redlining, agency communication, and talent calendar offer management. Maintains a detailed understanding of the deal structure and settlement process.
2.  Tracks all financial aspects of the department and ensures budget adherence. Manage contracts, existing and new vendors, purchase requests/orders, and accounts payable. Communicate with Procurement for bid requests.
3.  Payroll processing, check processing, including collecting daily mail.  Managed the front office, including inventory, ordering all office supplies, unpacking, and stocking shelves.
4.  Front office liaison for the Entertainment Leadership, filtering and greeting guests.  Manage the calendar and schedule for the Vice President, Entertainment
5.  Distributes information to department leadership on a timely basis. Maintains regular communication with the Vice President, Entertainment, Director, Theater Operations, and Senior Manager Resort to ensure efficient operations.  Facilitates proper interdepartmental communication and organization.
6.  Performs other duties as assigned to support the efficient operation of the department.
 

 EDUCATION, EXPERIENCE AND QUALIFICATIONS

• High School Diploma required.

• Associate’s Degree in related field preferred.

• Minimum of one (1) year of administrative experience is required.

KNOWLEDGE, SKILLS AND ABILITIES (KSA)

• Polished and professional demeanor with exceptional verbal and written communication skills, including exceptional grammar, phone etiquette, spelling and mathematics

• Above average administrative skills including the ability to prioritize, research, type efficiently, and organizational skills are required.

• Exceptional understanding of Microsoft Office including Power Point, Word, Outlook and Excel.

• Detail orientated, self-motivated, resourceful and able to work independently

• Understanding of Accounting, Payroll and Budgets

• Must be able to multi-task effectively and handle a high volume of transactions, error free.

• Must be able to handle multiple projects simultaneously.

• Must possess the ability to make clear, concise decisions, sometimes with limited information.

• Must possess superior interpersonal communication and organizational skills.

• Must be able to remain calm in fast-paced situations and maintain a customer service focus at all times.

LICENSES, CERTIFICATIONS AND REGISTRATIONS

• At the discretion of the San Manuel Tribal Gaming Commission, you may be required to obtain and maintain a gaming license.

• No Driving Responsibilities: Role does not require a driver’s license or insurance.

PHYSICAL REQUIREMENTS/ WORKING CONDITIONS – ENVIRONMENT

The physical demands and working environment described here are representative of those that an employee encounters and must be met by an employee to successfully perform the essential functions of this job.

• Primary work environment is in a climate-controlled office setting.

• Work requires travel to attend meetings, trade shows, and conferences.

• Incumbents may be required to work evening, weekend and holiday shifts.

• Must be able to work in a fast-paced, high-demand environment.

• Strength sufficient to exert up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects and/or mo