Administrative Assistant | Full-Time | Rupp Arena

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.

Position Summary

The Administrative Assistant position is responsible for providing high-level administrative support to the General Manager and Assistant General Manager by preparing statistical reports, conducting research, organizing special projects, handling information requests, and performing clerical functions as needed, as well as providing administrative support to the Booking and HR departments as needed(e.g. Contracts/correspondence generation, employee records, recruitment support, employee relations support, new hire onboarding). 

 

This role will pay a rate of $18.00-$22.00.

 

Benefits for Full-Time roles: Health, Dental and Vision Insurance, 401(k) Savings Plan, 401(k) matching, and Paid Time Off (vacation days, sick days, and 11 holidays).

This position will remain open until July 18, 2025.

About the Venue

At Rupp Arena, we are building an organization that serves our fans, community, and partners through world-class entertainment, sports, and events. We believe in being authentically Kentucky. This means staying true to what makes Kentucky, Kentucky -- by rolling up our sleeves to get things done, valuing hospitality and gathering together, being a pillar in our community, teamwork over the individual, celebrating our wins, taking risks, and stretching our potential.  As part of Oak View Group, we embrace positive disRUPPtion.  

 

Responsibilities

• Provides independent administrative support of the day-to-day activities of the General Manager (GM) and Assistant General Manager (AGM) to maximize executive productivity and ensure department efficiency.
• Effectively manages the GM’s and/or AGM’s calendars, acting independently to routinely schedule appointments and arrange any necessary travel itineraries.
• Acting as the facility receptionist/switchboard - answers all telephone calls and greets guests and patrons to the facility.
• Inventory and order office supplies as needed, including supplies and upkeep of coffee machines.
• Acts as the GM’s and/or AGM’s liaison with employees, the City/Urban Government offices and staff, and other committees, facility users, and the general public.
• Performs office manager tasks including drafting letters, memos, invoices, reports, expense reports, and other documents for the GM/AGM.
• Receives incoming communication, mail or memos on behalf of senior staff and reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
• Supports with answering employee general information/policy related questions, compiles and reviews building and employee documents, and supports escalation of issues in an open door process.
• Assists employees in creating and/or accessing their email and ADP accounts, and troubleshooting log in issues, and/or time clock issues, by working with Corporate IT.
• Supports the facility in the administration of the employee recognition and employee morale building activities.
• Ensures complete confidentiality and security of personal/private/protected employee and building information, documentation, and communication.
• Exercises tact and diplomacy in dealing with sensitive, complex, and confidential personnel and building issues.
• Under the direction of HR, the GM, or AGM, responds to employee inquiries regarding policy or rule application in a timely, professional, courteous and helpful manner.
• Is thoroughly familiar with company policies and procedures and assists in the implementation and interpretation of these policies, procedures, and practices.
• Manages incoming and outgoing mail submission, distribution, and retrieval/drop off as needed.
• Support booking with contract management, documentation for upcoming event needs such as COI, Momentus entry, compliance, and contractual requirements.
• Creates, types, proofreads, and files the GM’s and/or AGM ’s written communications.
• Prepares clear, concise, timely reports, correspondence, and other written materials.
• Establishes and maintains effective, positive working relationships with those contacted in the course of work.
• Creates, types, proofreads, and files the board agendas, minutes, and documents.
• Provides administrative support for board chair and board committees, as needed.
• All other