Administrative Assistant To The General Manager

Job Description

Administrative Assistant To The General Manager - Citizens House Of Blues & MGM Music Hall Fenway

THE JOB

Assistant to the General Manager

WHAT THIS ROLE WILL DO

To support the performance and activities of the General Manager at Citizens House of Blues Boston and MGM Music Hall. Responsible for ensuring administrative organization for the venues and assist various departments with administrative-support as needed.

WHAT THIS PERSON WILL BRING:

Handle all projects and administrative duties as directed by GM

Answer all calls that go to the GM line

Coordinate GM schedule, daily calendar of meetings, events, etc.

Liaison between staff and General Manager

Coordinate/Arrange Corporate VIP/VIP requests, i.e., ticket requests, seating arrangements and lodging, etc.

Handle all ticket requests for GM review, i.e. V.I.P., Home Office, Employee, etc. Must work closely with Box Office management on all ticket requests to ensure tickets are distributed to the correct parties.

Coordinate/arrange travel for GM and other unit personnel as directed by GM and HR
Organize and maintain GM filing system

Keep books on all venue reports, i.e., Flash, COS, Labor, etc. remove

Keep copy of all vendors agreements on file
Order all stationery for administrative personnel and business cards for all management personnel.

Coordinates parking validation with local garages

Compare services and rates of select vendors such as FedEx, UPS, Cannon, etc., while working with corporate to guarantee lowest possible rates

Responsible for ordering venue office supplies

Negotiate prices for office supplies/equipment and maintain positive relationship with vendors

Handle all mail service requests for UPS, Federal Express and US Postal Service

May assist with other functions such as data entry and other clerical duties as requested

Works on all donation requests for the venue

Schedule/update LED marquee

Update outlook shared calendar and weekly managers schedules

Handles phones – name changes, changes to phone tree, dial by name directory etc.

Coordinates with Box Office all group ticket sales

Update staffing document on common drive

Updates daily event information sheets

Coordinates and maintains all marketing material

Issues and tracks employee access passes remove

Assist Other Employees as needed

Creates GM expense reports and keeps track of purchases

Complete other duties as assigned

Qualifications:

Required:
• 2+ years of Receptionist/administrative experience.
• Proficiency with all Microsoft applications
• Ability to work under heavy volume to meet deadlines
• Professional demeanor and work in a fast-paced environment
• Must have excellent verbal and written communication skills
• Skilled in handling VIP guest relations, phone etiquette, communication skills
• Must have the ability to prioritize, organize, handle multiple tasks
• Ability to provide leadership, engage in positive interaction with staff and guests, prioritize, organize, motivate staff, problem solve, delegate, follow-up, communicate and diffuse possibly volatile situations with tact
• Ability to multi-task daily, be organized, detail oriented, self-driven, forecast issues and handle last minute projects to meet deadlines.
• Ability to work flexible hours, including nights, weekends, and holidays.
• Proficient typing skills required (ability to type 30 wpm)
• High School diploma
• Tolerance of all cultures, music and art forms

Preferred:
• Responsible Alcohol Awareness Training Certification or Equivalent
• College degree

Physical Demands/Working Environment:
• Work environment is fast-paced
• Position requires extended periods of prolonged standing, bending, stooping, and reaching
• Must be able to lift or move up to 25 lbs using proper lifting techniques

BENEFITS & PERKS - Our motto is 'Taking Care of Our Own' through 6 pillars of benefits:
• HEALTH: Medical, Dental and Vision benefits for you and your family, including Flexible Spending Accounts (FSA) and Health Savings Accounts (HSAs)
• YOURSELF: Paid time off policy including holidays, sick time and day off for your birthday, free concert tickets
• WEALTH: 401(k) program
• FAMILY: New parent programs & support including caregiver leave and infertility support
• CAREER: Internal growth and development programs & trainings
• OTHERS: Volunteer time off, crowdfunding network

Jobcode: Reference SBJ-gw030n-3-145-146-15-42 in your application.