The Administrative Assistant works closely with the Music Marketing team by providing administrative assistance to the team at large. The Administrative Assistant is responsible for a wide variety of office duties while representing and maintaining the DSD Division both internally and externally while interfacing with staff at all levels with the highest level of professionalism and in a manner that reflects positively on the organization. This position is responsible for using discretion, confidentiality, a good understanding of the business and a detailed knowledge of operations, procedures, and people to support the Music team.
Essential Job Functions
Heavy travel scheduling for Music team and artists
Read contracts to ensure the invoice abides by the contract of Music Marketing sponsorship
Communicate and help with expense reports with submission to AP and processing.
Scanning and preparing of AP submission forms
Create check request for each payment, get it approved of vendor invoices
Check payment status in SAP for Vendors, Athletes, Agents and Category Managers
Maintain a spreadsheet of contracted vendors spending to ensure they do not exceed contracted travel allowance cap
Assist with budget spreadsheets/internal order numbers for the department
Maintain spreadsheet with contracted artists and event partners to monitor payments
Assist with PowerPoint presentations
Develops and executes complex marketing and ad hoc reports as requested to support various business projects Oversees the planning and execution of logistics for National Meetings, Marketing offsites and other designated meetings and special events. Manages facility selection, contract negotiations, food and beverage selections, and arrangements for audio/visual service, transportation, etc
Other administrative duties as assigned.
Position Requirements
High School Diploma required. College preferred.
Prior Administrative Assistant experience required. Minimum of three years Administrative Assistant experience is preferred.
Advanced Excel, PowerPoint and Word required. SAP knowledge is helpful.
Ability to handle multiple tasks in a work environment where rapidly changing priorities can be the rule rather than the exception.
Outstanding attention to detail and accuracy.
Self-starter who for learning all aspects of the business. Driven to excel, grow and is willing to step outside of the job description.
Excellent verbal and written communication skills with special attention to spelling and grammar.
Superior organization and time management skills.
Ability to function effectively as a member of a team with willingness to assist with special tasks and projects as assigned.