Executive Assistant / Office Administrator

Job Description

Who We Are:
On Location is a premium experience provider, offering world class hospitality, ticketing, curated guest experiences, live event production, and travel management across sports, entertainment, and fashion. From unrivaled access for corporate clients to guests looking for fully immersive experiences at marquee events, On Location is the premier and official service provider to over 150 iconic rights holders, such as the IOC (Paris 2024, Milano Cortina 2026, LA 2028), NFL, NCAA, UFC and PGA of America, and numerous musical artists and festivals. The company also owns and operates a number of unique and exclusive experiences, transforming the most dynamic live events into a lifetime of memories. On Location is a subsidiary of Endeavor, a global sports and entertainment company.

Endeavor is a global sports and entertainment company, home to the world's most dynamic and engaging storytellers, brands, live events and experiences. The company is comprised of industry leaders including entertainment agency WME; sports, fashion, events and media company IMG; and premier mixed martial arts organization UFC. The Endeavor network specializes in talent representation, sports operations & advisory, event & experiences management, media production & distribution, experiential marketing and brand licensing.

THE ROLE

The ideal candidate is tenacious, displays great time management skills, and is knowledgeable about the sports and entertainment industries. This position has three functions: Executive Support, Office Management and Administrative Support.

Major Duties and Responsibilities:
• Maintain an organized and structured approach to work and responsibilities to prioritize conflicting needs, proactively and timely handle all matters, and apply appropriate follow-through to ensure successful completion of tasks and projects.
• Manage calendar of appointments, meetings, teleconferences and events, and handle logistics of meetings as needed.
• Schedule and coordinate travel arrangements, including all logistics (lodging, itineraries, agendas, locations, transportation), compile travel-related documents, and maintain accurate travel reports and logs.
• Demonstrate high level of professionalism and confidentiality to handle extremely sensitive and/or proprietary information.
• Work closely with Executive team, as well as all Company Department heads.
• Lead and participate on various projects along with other members of the team.
• Liaise internally and externally as necessary with all levels of personnel, clients, and business associates with heavy emphasis on partners and agencies.

ADDITIONAL FUNCTIONS & RESPONSIBILITIES
• Oversees the daily work activities and management of the office.
• Performs or facilitates maintenance of office equipment including cleaning, maintenance, and repairs.
• Provides clerical support to assist the office and staff with assigned administrative duties including scheduling and oversight of office guests and conference rooms, sorting, distributing, and sending of mail and packages, and preparing documents, administrative support as assigned.
• Maintains inventory and expense overview of office and kitchen supplies; orders new supplies as needed.
• Oversees office billing, office account management and petty cash fund.
• Maintains office related files; implements an efficient system for other staff to access files and records.
• Organizes office events and promotes office culture
• Provide other administrative support as necessary, including scheduling group meetings.
• Coordinate onboarding supplies and equipment for new hires (i.e. parking pass, office key, desk set up, etc.)
• Performs other duties as assigned

Travel

Must be adaptable with work and travel schedule and be available to travel for work which may include extended work hours during nights, weekends, and holidays. This position may require up to 20 % travel.

This job description is not designed to cover or contain a comprehensive listing of the employee's activities, duties, or responsibilities for this job. Duties, obligations, and activities may change at any time with or without notice.

QUALIFICATIONS

To perform this job successfully, the candidate must be able to perform each essential duty above at the highest levels. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Required Education and/or Experience, Knowledge, Skills, and Abilities:
• Must be a self-starter.
• Extensive knowledge of office management procedures.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Creative and outgoing and willing to promote a positive and fun office culture
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong problem solving stills and analytical abilities.
• Assist with office layout planning and office moves, and with managing and maintaining IT infrastructure
• Proficient typing skills
• Proficient with Microsoft Office Suite and related software.
• Prolonged periods sitting at a desk and working on a computer
• Must be able to lift up to 20 pounds at times.

Preferred Education and/or Experience, Knowledge, Skills, and Abilities:
• Experience in sports and/or entertainment strongly desired
• Bachelor's Degree preferred
• At least three years of administrative experience required.

Endeavor unites and brings people together in our love of sport, culture, and entertainment. We understand this can only be accomplished when we lead with a lens of diversity, equity, and inclusion in everything we do. As a global company that drives culture, we strive to reflect the world's diverse voices.  

Endeavor is an equal opportunities employer and encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, or religion or belief.

Jobcode: Reference SBJ-gk7z24-3-148-247-50-42 in your application.