Administrative Assistant - Coca-Cola Amphitheater

Legends Hospitality, LLC; United States; On-site; USD 40,000 - 50,000; Full time

Job summary

Legends Hospitality, LLC is looking for an Administrative Assistant to support payroll and office management functions. Responsibilities include managing timesheets, reporting, and ensuring compliance while working with a diverse team.

The ideal candidate has an Associate’s degree or equivalent experience, excellent organizational and communication skills, and must be proficient in Microsoft Office. This role requires flexibility with hours to accommodate concerts and events.

Qualifications

• Associate’s degree or three years of accounting experience required.
• Professional demeanor with strong written and verbal communication skills.
• Ability to perform duties with little supervision.

Responsibilities

• Maintain timesheets and data entry of payroll.
• Assist with checking in employees and other vendors before events.
• Draft letters, reports, and other correspondence.

Skills

Office management

Excel proficiency

Strong communication skills

Organizational skills

Education

Associate’s degree or three years of accounting experience

Bachelor’s degree preferred

Tools

Microsoft Office

Databases

Job description

Responsibilities

• Maintain timesheets and data entry of payroll.
• Complete tip reporting functions.
• Send all payroll reports to appropriate management for review each week.
• Maintain strict payroll deadlines.
• Complete time sheets for temporary employees and email them to the appropriate personnel.
• Assist with checking in employees, temporary staff, and other vendors before events and concerts.
• Maintain calendar, arrange appointments, and coordinate projects with the Management Team.
• Maintain a variety of files and records (attendance, event files, employee files, vendor files, etc.) and serve as the keeper of all current and closed office files.
• Place and answer phone calls, take accurate messages, direct inquiries appropriately, and greet and direct visitors.
• Maintain inventory of office supplies.
• Monitor office equipment (printers, scanners, computers, etc.) for proper functioning and arrange repairs if needed.
• Retrieve, screen, and deliver mail correspondence.
• Coordinate FedEx and UPS mailings.
• Draft letters, reports, and other correspondence in a timely and accurate manner.
• Complete a variety of reports for management, requiring proficiency in Excel/Word.
• Enforce and implement corporate policies and procedures and remain well informed of all office functions.
• Incorporate duties of other positions, including accounting clerk, scheduling coordinator, and payroll clerk.
• Assist other administrative employees with accounts payable, file scanning, and related functions.
• Analyze and review vendor statements for accuracy and resolve problems as necessary.
• Maintain Product Receiving Log.
• Contribute to the team atmosphere of Legends.
• Remain flexible; hours vary with concert/event schedule, and some nights and weekends will be required.
• Perform other related duties, tasks, and special projects as required from time to time.

Qualifications

• Associate’s degree or three years of accounting experience required.
• Experience in the hospitality industry is a plus.
• Experience in office‑management principles and procedures.
• Payroll experience is required.
• Proficient in MS Word, Excel, Outlook, PowerPoint, databases, and internet searching skills.
• Ability to perform duties with little supervision.
• Professional demeanor with the aptitude to interact with poise and uphold the company name.
• Strong written and verbal communication skills.
• Ability to follow direction and instruct others to follow those directions.
• Hours may be extended or irregular to include nights, weekends, and holidays.
• Travel to the second venue in Dallas may be required.
• Excellent organizational skills.
• Ability to participate in a team environment.
• Practice safe work habits, follow all safety policies and procedures, and complete company‑wide and job‑specific safety training.
• Preferred: Bachelor’s degree or better.
• Preferred: Expertise in Microsoft Office (Excel, PowerPoint, Word, Outlook).

Equal Opportunity Statement

Legends Global is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, disability, or genetic information.

Legends Global is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.