Administrative Assistant

AEG Worldwide; New York (NY); On-site; USD 29,000 - 43,000; Full time

Job summary

AEG is seeking an Administrative Assistant to support their department with general administrative duties in New York. Responsibilities include document preparation, scheduling, correspondence, and expense processing. You will help maintain files, coordinate communications, and assist with payroll and vendor setup as needed.

Strong written/verbal communication, ability to work independently and in a team, and proficiency in Microsoft Office are required. 0-2 years experience preferred.

Qualifications

• High School Diploma or equivalent required.
• 0-2 years of office administration work experience.
• Strong written and verbal communication skills.
• Ability to work independently and as part of a team.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook); ability to learn required business systems.
• Strong interpersonal and organizational skills.
• Ability to prioritize and multi-task to meet deadlines.

Responsibilities

• General administrative support activities including preparing documents and presentations, processing incoming and outgoing correspondence, scheduling appointments, sending meeting notices, and maintaining electronic and hard files.
• Provide general office support including coordinating inter-office communications, fielding phone inquiries, mail coordination, ordering of office supplies, operation and maintenance of office equipment and office building, and sending/receiving shipments.
• Manage and maintain supervisor’s calendar, and make travel arrangements when necessary. May submit and code expenses.
• Prepare and submit purchase orders, check requests and expense reports as needed. May be responsible for the creation of sponsorship invoices and the coding and posting of payables.
• Establish and maintain filing systems, contact lists and other databases.
• Support Manager, Sponsorships and PR Specialist with any ad hoc projects.
• Setup of vendor files and the tracking of payment processing.
• Maybe responsible for preparing payroll, assisting in month end and processing charge backs and credit card inquiries.
• Other duties and special projects as assigned.

Skills

Office administration

Communication skills

Microsoft Office

Time management

Teamwork

Education

High School Diploma or equivalent

Tools

Microsoft Office Suite

Job description

Company Information

For more than 20 years, AEG has played a pivotal role in transforming sports and live entertainment. Annually, we host more than 160 million guests, promote more than 10,000 shows and present more than 22,000 events around the world. We are committed to innovation, artistry, and community, and leverage the power of our 300+ venues, leading sports franchises, marquee music brands, integrated entertainment districts, premier ticketing platform and global sponsorship activations, to create memorable moments that give the world reason to cheer.

Our business is interwoven with the human mind and heart, and we strive to build a diverse and inclusive company that reflects the artists, athletes, and fans that we host; reach beyond traditional boundaries to support the communities in which we operate; and minimize our impact on the environment by adopting sustainable practices throughout our business operations.

If you want to be challenged to up your game and make a difference, then join us in giving the world reason to cheer!

Job Summary

The Administrative Assistant is responsible for supporting their department with general administrative duties.

Essential Functions

• Responsible for general administrative support activities including preparing documents and presentations, processing incoming and outgoing correspondence, scheduling appointments, sending meeting notices, and maintaining electronic and hard files. May assist in the creation of artist settlement folders and sponsorship invoices.
• May be responsible for providing general office support including coordinating inter-office communications, fielding phone inquiries, mail coordination, ordering of office supplies, operation and maintenance of office equipment and office building, and sending / receiving shipments.
• Manage and maintain supervisor’s calendar, and make travel arrangements when necessary. May submit and code expenses.
• Prepare and submit purchase orders, check requests and expense reports as needed. May be responsible for the creation of sponsorship invoices and the coding and posting of payables.
• Establish and maintain filing systems, contact lists and other databases.
• Support Manager, Sponsorships and PR Specialist with any ad hoc projects.
• Setup of vendor files and the tracking of payment processing.
• Maybe responsible for preparing payroll, assisting in month end and processing charge backs and credit card inquires.
• Other duties and special projects as assigned.

Required Qualifications

• High School Diploma or its equivalency
• 0-2 years of office administration work experience
• Strong written and verbal communication skills
• Ability to work independently and as part of a team
• Proficient in Microsoft Office Suite (Word, Excel, Outlook); and ability to learn required business systems
• Strong interpersonal and organizational skills.
• Ability to prioritize and multi-task to meet deadlines.

Payscale

PayScale: $21.79 - $30.85

Bonus

This position is not eligible for a bonus under the current bonus plan requirements.

Benefits

• Full-time: We offer a comprehensive benefits package that includes: medical, dental and vision insurance, paid holidays, vacation and sick time, company paid basic life insurance, voluntary life insurance, parental leave, 401k Plan (with a current employer match of 3%), flexible spending and health savings account options, and wellness offerings.

AEG reserves the right to change or modify the employee’s job description whether orally or in writing, at any time during the employment relationship. AEG may require an employee to perform duties outside their normal description.

AEG's policy is to hire the most qualified applicants, and we comply with all applicable federal, state and local employment laws in making hiring and employee decisions. We are an equal opportunity employer and do not discriminate against applicants or employees on the basis of race, color, marital status, disability, religion, age, sex, sexual orientation, national origin, genetic information, veteran status, or any other legally protected status recognized by applicable federal, state or local law.

Employer does not offer work visa sponsorship for this position.