Executive Assistant & Office Coordinator

Company Summary: 

LEO Events imagines, creates, designs and produces global corporate events, meetings, incentives, festivals and live experiences. We execute hundreds of events annually all over the world like KAABOO Del Mar (nominated by Pollstar as Festival of the Year) and for brands like Walmart, ExxonMobil and Hilton Garden Inn. Our business mix is 90 percent B2B and 10 percent public events and B2C activations. Named to Eventmarketer’s Top 100 It List two years in a row and Special Events Magazine’s Top 50 Event Companies, LEO is a tight-knit group of extraordinary individuals, and we’re constantly on the lookout for exceptional people to join our team. Our corporate office is in Memphis with additional offices in Nashville and Chattanooga, Tenn. Follow the Roar with LEO Events.

Position Summary:
The Executive Assistant contributes to company success by conserving the Principals’ time and enhancing their effectiveness through his/her efforts. Position will be keenly aware of company operations and executive needs and will assist in ensuring day-to-day operations are running smoothly and company objectives are being met. In addition, the Executive Assistant acts as a liaison between the Principals and the employees, when applicable. Some assistance to the Sr. VP of Finance may apply as well.

Job responsibilities include, but are not limited to:

Conserve Time for Principals

  • Read, research and route correspondence; draft letters and documents; initiate telecommunications
  • Prepare reports by collecting and analyzing information
  • Process monthly AMEX reports with receipts and GL coding for Principals and Sr. VP Finance
  • Coordinate complex travel arrangements for Principals, including airfare, hotel and car rental as needed. Be on call 24/7 as needed to assist with changes or delays.
  • Manage Principals’ professional calendars
  • Screen calls for Principals and Sr. VP of Finance
  • Write and mail thank you note/emails in a timely manner

Weekly Staff Meeting

  • Develop, prepare and circulate agenda. Print final agendas for Principals’ review.
  • Dial into call and set the screens and volume appropriately, including all trouble shooting

Certifications

  • Execute the certification process for LEO Events for WBENC and all affiliated certifications including business licenses on behalf of the company and Finance department as needed

Meetings and Events

  • Record meeting minutes as requested
  • Record meeting minutes as requested
  • Assist in preparation of presentation materials both in written and electronic formats
  • Assist Principals in scheduling and coordinating meetings as requested, including all contracts, F&B, A/V, and final billing or reconciliation
  • Assist Principals with special employee recognition and other events as assigned

Vendor Management and Office Management

  • Ensure housekeeping vendors are scheduled weekly and that any meetings in the building over that time are aware of the potential noise that may cause while trying to find a proactive solution for all parties. Spot check vendor’s efforts afterwards including review of their invoice
  • Ensure maintenance vendors are scheduled as needed (exterior landscaping, fire extinguisher, carpet cleaners, office equipment, etc.) and that any meetings in the building over that time are aware of the potential conflict that may cause while trying to find a proactive solution for all parties
  • Spot check vendor’s efforts afterwards including review of their invoices
  • Schedule quarterly maintenance and detailed cleanings of the company car
  • Responsibilities for River Hawk as assigned
  • Source and manage holiday décor vendor, as applicable
  • Organize and execute quarterly warehouse clean-ups that includes shredding

Calendars and Staffing

  • Prepare LEO welcome gift for new hires birthday gifts for LEO FT Employees and ship out in a timely manner through Receptionist
  • Provide adequate client recognition, including gifts and stakeholder recognition for special events, birthdays, holidays and even special circumstances like funerals and donations
  • On behalf of the Principals, coordinate with all the Memphis birthday employees and ask for their preference in dessert for a monthly office birthday celebration
  • Schedule the gathering with the office and purchase/setup the dessert

Onboarding, Birthdays and other Notable Events – as instructed by Principals/ HR Director

  • Prepare LEO welcome gift for new hires birthday gifts for LEO FT Employees and ship out in a timely manner through Receptionist
  • Provide adequate client recognition, including gifts and stakeholder recognition for special events, birthdays, holidays and even special circumstances like funerals and donations
  • On behalf of the Principals, coordinate with all the Memphis birthday employees and ask for their preference in dessert for a monthly office birthday celebration
  • Schedule the gathering with the office and purchase/setup the dessert

Marketing/Business Development/General

  • Assist Principals with database entries and master list updates as needed
  • Internal special event coordination as needed. This includes managing office catered meals, as instructed by Principals or LEO employees
  • Other duties as assigned

Qualifications:

  • College degree preferred
  • Hospitality, tourism or convention services/event sales experience preferred
  • Some degree of accounting, contract negotiations, knowledge of Executive level coordination and AMEX reconciliation management

Competencies:

  • Demonstrates loyalty to Principals and anticipates their needs
  • Continued proven ability to conserve Principals’ time
  • Represents the Principals professionally externally and internally
  • Can prioritize tasks and exhibit exceptional time management skills
  • Demonstrate trustworthiness, the utmost discretion and responsibility
  • Validate accountability by showing initiative to get tasks completed without direction
  • Excellent verbal and written communication skills
  • Effective organizational, problem solving skills and strong attention to detail
  • Ability to handle multiple projects while striving for excellence
  • Display a positive attitude and promote a harmonious work environment
  • Mastery of the Cisco phones and WebEx systems
  • Proficient in Microsoft Office Suite, Publisher and Access database
  • Must be able to drive a car and run errands as needed on a consistent basis
  • Willing to work occasional overtime
  • Accessible by cell phone after work hours and on weekends as needed

Environmental Conditions & Physical Demands:

  • Employee required to spend a portion of time remaining in a seated position looking at a computer screen. Employee will be required to do some standing and walking. Employee will be in a well-lighted, heated and/or air-conditioned indoor office setting with adequate ventilation.

Department: Executive Team
Location: Memphis, TN
Reports to: Cindy Brewer, Principal, Kevin Brewer, Principal
Supervises: None
FLSA Status: Full time, Non-Exempt