POSITION:                   Administrative Assistant

DEPARTMENT:           Marketing & Sales

REPORTS TO:              Director Sales & Marketing

FLSA STATUS:             Full-time, Hourly

Summary

Schedules appointments, answers phone, provides information to callers, and handles clerical, administrative, and business details to support the front desk by performing the following duties. This position will work with the sales departments, external vendors, and team members within the Convention Center, Civic Plaza, Kiva Auditorium, and Jennifer Riordan Spark Kindness Sports Complex. 

Essential Duties and Responsibilities

Organizes and maintains file system, files correspondence and other recordsGreets scheduled visitors and directs to appropriate area or personConducts research, compiles and types statistical reports, completes monthly facility reportsCoordinates and arranges executive staff meetings, prepares agendas, reserves and prepares meeting locations, and records and transcribes minutes of meetingsMakes copies of correspondence or other printed materialsPrepares outgoing mail and correspondence, including e-mail and faxesOrders and maintains supplies, and arranges for equipment maintenance, as directedMaintain Albuquerque Convention Center website and social media pagesCreate electronic files for prospect & tentative bookings and processes cancellationsDistribute add-on, contract addendums, and revised work ordersClean-up & update work order wall file. Discard old work orders, as necessaryRecord & maintain occupancy reportAssist event services & sales staff with administrative & special assignment dutiesWork on special projects as assigned by General Manager, Director of Sales & Marketing (DOSM), or Director of Operations.Prepare PR RequestsPrepare check request for General Manager, DOSM, or Director of OperationsEnter ASM Global booking space holdsMaintain/record CoA special events permitsKeep a clean and orderly work areaMaintain website calendar of eventsPrepares contracts for review by DOSMPerform other duties as assigned

Skills and Abilities

Proficient in Microsoft Office applications                            Ability to use standard office equipment, i.e. computer, calculator, fax machines, copy machinesAbility to prioritize tasks and handle multiple tasks simultaneouslyGood communication, problem solving, and organizational skillsExcellent customer service and public relations skills

Other Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience             

High School diploma or G.E.D.

Two years related secretarial experience

Associates Degree in Business or Office Administration preferred

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit for long hours; use hands to handle files, type, and operate office machines; to talk and hear on the telephone. Specific vision abilities required by this job include close vision to handle office correspondence.

NOTE:

The essential responsibilities of this position are described under the headings above.  They may be subject to change at any time due to reasonable accommodation or other reasons.  Also, this document in no way states or implies that these are the only duties to be performed by the employee occupying this position.