Executive Administrative Assistant | Miami Beach Convention Center

Oak View Group

Oak View Group is the global leader in venue development, management, and premium hospitality services for the live event industry.  Offering an unmatched, 360-degree solution set for a collection of world-class owned venues and a client roster that includes the most influential, highest attended arenas, convention centers, music festivals, performing arts centers, and cultural institutions on the planet.

 

More information at OakViewGroup.com, and follow OVG on Facebook, Instagram, Twitter, and LinkedIn. 

Overview

This role serves as critical support to the GM and AGM.  The position requires a high level of confidentiality and discretion while providing excellence in customer service.  Primary responsibilities include managing schedules, coordinating meetings, handling correspondence, presentations, reports, and research.  Acting as the primary liaison amongst leadership, corporate, staff, clients, contract partners, and other key internal and external stakeholders. They must possess strong organizational and communication skills, attention to detail, and proficiency in office software. Multitasking effectively is an essential quality for success in this role.

 

This role will pay a salary of $26.00hr to $30.00hr.

 

For FT roles: Benefits: Health, Dental and Vision insurance, 401(k) savings plan, 401(k) matching, and paid time off (vacation days, sick days, and 11 holidays).

 

expires 7/31/2024

About the Venue

The award-winning Miami Beach Convention Center (MBCC) welcomes meeting and event planners, exhibitors and attendees to Miami Beach and Miami. Reimagined following a $640-million-dollar renovation, the MBCC provides a world-class, state-of-the-art event venue for exceptional conferences, conventions, tradeshows, and meetings.

 

A LEED Silver certified green building, the venue includes a magnificent Grand Ballroom, 500,000 square feet of flexible exhibition halls, 4 junior ballrooms, outdoor terraces & parks, and 84 breakout rooms. The MBCC’s immediate proximity to lively South Beach, Lincoln Road, Ocean Drive, and many other Miami Beach cultural arts attractions make it an ideal venue for your next event.

For more informaiton visit www.MiamiBeachConvention.com 

Responsibilities

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Calendar Management: Scheduling and coordinating appointments, meetings, and ensuring optimal use of the GM/AGM time.
• Communication Handling: Managing emails, phone calls, and other correspondence. Prioritizing and responding to messages as appropriate.
• Documentation and Reporting: Drafting, editing, and formatting documents, reports, presentations, and other materials as needed. This may involve research and data compilation.
• Information Management: Organizing and maintaining filing systems, databases, and records, both physical and electronic, to ensure easy access to information.
• Meeting Support: Arranging meeting logistics, preparing agendas, taking minutes, and distributing materials as necessary.
• Travel Coordination: Booking transportation, accommodations, and other travel-related arrangements for executives, handling itinerary changes and ensuring travel plans align with their schedules.
• Client and Stakeholder Liaison: Serving as a point of contact for staff, clients, partners, contract partners, and other key internal/ external stakeholders, facilitating communication and managing relationships on behalf of GM/AGM.
• Task Prioritization: prioritizing tasks and managing their workload effectively, ensuring deadlines, dates and deliverables are met and objectives are achieved.
• Confidentiality and Discretion: Handling sensitive information with utmost confidentiality and discretion, maintaining trust and professionalism in all interactions.
• Problem Solving: Proactively identifying issues or inefficiencies and proposing solutions to streamline processes and enhance productivity.
• Ad Hoc Support: Providing additional administrative support as needed, including special projects, event planning, and other tasks that contribute to the smooth functioning of the executive's office.
• Answer calls for the General Manager & Assistant General Manager, to answer, screen and forward calls, provide information regarding events, takes messages and schedules appointments.
• Becomes thoroughly familiar with company policies and procedures and assists in the implementation and interpretation of these policies, procedures and practices.
• Effectively manages and supports the goals and objectives of their direct report