Administrative Assistant

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Company Summary:

LEO Events is a global events agency that brings brands to life through corporate events, festivals, live experiences, meeting management, destination management, and anything that makes people ~ Follow the Roar ~ of applause, of the crowds, and of the cheers. We execute hundreds of events annually all over the world for brands that include Walmart, AutoZone, and ExxonMobil. Our business mix is 90% B2B and 10% Public Events and B2C activations. Most recently named to Event Marketer’s Top 100 It List for the third consecutive year, LEO is a magnet for talent, and we’re constantly on the lookout for exceptional people to join our team. Our corporate office is located in Memphis, Tennessee, and we have additional offices in Nashville and Chattanooga, Tennessee.

Position Summary:

The Administrative Assistant (AA) contributes to company success by conserving the Principal’s time and enhancing the Principal’s effectiveness through their efforts. This includes, but is not limited to, providing administrative support, assisting in special projects, organizing schedules, making travel arrangements, handling general accounting duties, and preparing documents and presentations. The AA will be keenly aware of company operations and executive team needs and will assist in ensuring that day-to-day operations are running smoothly and that company objectives are being met. In addition, the AA acts as a liaison between the Principal and the employees, when applicable.

 

Responsibilities include, but are not limited to the following:

Executive Assistant Tasks

• Manage Principal’s professional calendars

• Conserve Principal’s time by reading, researching, compiling, and routing information for projects as directed; e.g., business development synopses, music and event research, etc.

• Prepare agendas and make arrangements for various meetings, calls, and presentations

• Set and send reminders; compile information, and handle requests and follow-ups

• Assist in preparing presentation materials, both in written and electronic formats

• Maintain discretion and confidentiality in relationships with all LEO team members, clients, and vendors

Administrative Assistant Tasks

• Answer all incoming calls and ensure that someone is assigned to answer phones when unavailable

• Welcome guests and clients by greeting them, in person or on the telephone, and answer or direct inquiries

• Manage and maintain employee office weekly calendar, including those coming to Chattanooga or Chattanooga LEO-based meetings

• Process expense reports and general accounting duties as directed

• Coordinate travel arrangements for Principal and inbound visitors, including airfare, hotel, and car rental as needed

• Communicate and coordinate office/building vendors, including scheduling as needed

• Maintain office supplies and other inventories

• Run office-related errands as needed

Qualifications:

• College degree preferred

• Hospitality, tourism, or convention services/event sales experience preferred

• Knowledge of basic accounting skills, executive-level coordination, and expense reconciliation management

 

Competencies:

• Represents LEO Events and Principal professionally at all times

• Exceptional time-management skills and ability to prioritize tasks

• Trustworthiness, the utmost discretion, and responsibility

• Accountability and initiative to complete tasks without direction

• Excellent verbal and written communication skills

• Effective organizational and problem-solving skills, and strong attention to detail

• Ability to handle multiple projects while striving for excellence

• Displays a positive attitude and promotes a harmonious work environment

• Proficient in Microsoft Office Suite, Publisher, Access database, and WebEx

• Ability to travel as required for company meetings and client events

• Accessible by cell phone after work hours and on weekends as needed

• Possesses a valid driver’s license

Environmental Conditions and Physical Demands:

Employee is 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.

 

Reports to: Principal
Supervises: None
FLSA Status: 
Full time / Exempt

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