Overview
As the Executive Assistant, you will be responsible for assisting the executive leadership team at BOK Center and Cox Business Convention Center ensure smooth operations within the venues. This role reports to the General Manager and will involve managing schedules, coordinating meetings, handling correspondence, and providing general administrative assistance. This is a critical position that requires strong organizational skills, excellent communication abilities, and the ability to multitask in a fast-paced environment.
This role will pay a wage of $21.63 to $31.25.
For FT roles: Benefits: Health, Dental and Vision insurance, 401(k) savings plan, 401(k) matching, and paid time off (vacation days, sick days, and 11 holidays).
Responsibilities
- Maintains General Manager’s calendar and acts as a gatekeeper to effectively manage his time.
- Extensive calendar and meeting management requiring interaction with both internal and external contacts and stakeholders.
- Provides proactive support to the GM to include research, correspondence, presentations, maintaining confidential matters and support of strategic planning efforts
- Assists in the preparation of administrative reports, performs difficult and/or sensitive information gathering, computes statistics, and distributes such reports to the appropriate people.
- Helps in preparation of monthly reports submitted to Corporate Officers and Contract Administrators
- Submits weekly reports to Corporate Officers by collecting data from all departments and
- reformatting prior to submission
- Collects and distributes client survey responses, generates annual client survey reports for corporate
- Manages expense reporting for the GM and other members of the Sr. leadership team.
- Maintains and files original facility-vendor contracts.
- Supports Finance Department by preparing daily check deposits, verifying total balance and depositing cash.
- Processes and maintains parking for employees by adding/removing, or requesting replacement parking cards when needed.
- Maintains various organizational and association memberships for senior staff Coordinates travel itineraries and hotel arrangements for staff members as requested and approved by the General Manager.
- Meets and maintains relationship with local hotels for staff emergency usage on contracted rates.
- Coordinates the purchase, installation, and maintenance of all office equipment.
- Order all office supplies, breakroom supplies, and other various office
- Distributes tickets obtained through contractual agreement to clients, and staff.
- Oversee front desk staffing and perform time clock approval for front desk
- Assist as front desk back-up, including tasks – Purchase order creation, mail sorting, postage for outgoing mail, and greeting visitors.
Qualifications
- Education: High School Diploma or equivalent. Any other acceptable combination of education and experience may be substituted for the above requirements.
- Experience: Minimum 1-3 years of experience as an Executive Assistant supporting multiple roles.
- Proficient in Microsoft Office and other essential software.
- Strong verbal and written communication skills.
- Must be detail oriented, and have strong organization skills as well as time-management, documentation, and problem-solving skills.
- Passion for providing guests, coworkers, and clients with great customer service