• Job Description

  Req#: 46234AC884

  Objective: To provide high-level administrative support and coordination for the Vice President, ensuring seamless day-to-day operations and efficient execution of key responsibilities.

  Essential Functions:

  • Office Operations Management: Oversee and support all administrative duties in the office to ensure smooth and efficient operations.
  • Reception Duties: Serve as the point of contact for the Vice President, including greeting visitors and managing calls as needed.
  • Travel Coordination: Arrange comprehensive travel plans for the Vice President and accompanying personnel, covering flights, accommodations, and ground transportation.
  • Expense Management: Process credit card statements by reconciling charges, disputing questionable transactions, and maintaining organized records of receipts.
  • Confidentiality: Safeguard all sensitive information encountered while performing duties.
  • Collaboration: Liaise with team members and other departments to ensure timely completion of tasks and projects.
  • Meeting Preparation: Organize materials, presentations, and technology required for the Vice President’s meetings and presentations.
  • Event Support: Assist in checking premium areas during stadium events with attendance exceeding 10,000 and support arena events as needed.
  • Cross-Department Liaison: Act as a representative for the executive team, fostering relationships and communication across all departments.
  • Scorecard Facilitation: Collect and consolidate data for the monthly Scorecard Presentation, ensuring timely delivery and accuracy.
  • Leadership Meetings: Prepare agendas and materials for monthly Leadership Team Meetings.
  • Document Management: Create and maintain organized files of correspondence, reports, and other key documents.
  • Communication and Reporting: Draft, edit, and format correspondence, spreadsheets, and reports with a focus on professionalism and attention to detail.
  • Project Management: Execute special projects with regular progress updates, ensuring deadlines are met without prompting.
  • Office Support: Perform a variety of ad hoc office manager duties to maintain a well-functioning workspace.
  • Event Planning: Organize key events such as QLM meetings, CWFS’s annual Kick-Off Party, and team-building activities, including logistics and on-site support.
  • Accounting Assistance: Prepare reports and support accounting tasks for the Vice President.
  • Front Desk Relief: Provide front desk support as needed.

  
  

  • Professionalism: Exhibit a friendly and positive demeanor with clients, colleagues, and stakeholders.
  • Accuracy and Organization: Deliver error-free work and maintain an organized workspace.
  • Proactive Follow-Through: Track and complete tasks independently, ensuring progress is communicated regularly.
  • Prioritization: Demonstrate an ability to balance competing priorities effectively.
  • Anticipation and Initiative: Foresee the needs of the executive team and act without prompting.
  • Technical Aptitude: Be proficient with office technology and software, serving as a resource for team members.
  • Time Management: Manage multiple tasks with a sense of urgency while maintaining high standards.
  • Leadership and Stability: Handle complex projects calmly and competently, fostering collaboration.
  • Growth Mindset: Embrace feedback, challenges, and opportunities for personal and professional development.

  Education:

  • Bachelor’s degree or equivalent work experience.

  Experience:

  • Minimum of 5 years in an administrative or executive assistant role.

  Travel Requirements:

  • None.

  Knowledge, Skills, and Abilities:

  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Publisher).
  • Familiarity with CRM databases (preferred).
  • Strong communication and organizational skills.
  • Ability to handle sensitive information with discretion.

  
  

  Health Insurance

  Dental Insurance

  Unlimited Paid Time Off

  401k Company Match

• About the company

  City Wide Facility Solutions manages more than 20 maintenance services for commercial facilities, including janitorial, that save time and solve problems for our clients. Call (913) 888-5700 today!

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