Comcast Spectacor

  • Administrative Assistant - Kay Bailey Hutchison Convention Center

    Location US-TX-Dallas
    Job ID
    2019-4722
    Group
    Spectra - Venue Management
    Location Name
    Spectra VM - Kay Bailey Hutchison Convention Center
    Category
    Venue Management
    Type
    Regular Full-Time
  • Overview

    This position is based at our Kay Bailey Hutchison Convention Center. The Kay Bailey Hutchison Convention Center Dallas (KBHCCD) is one of the largest convention centers in the nation. Every year it welcomes over a million visitors attending major national and international conventions, meetings, concerts, athletic competitions, auto shows, and more. Located in the heart of downtown Dallas, the KBHCCD has been and continues to be a fixture in the Dallas skyline offering 1 million square feet of exhibit space, three ballrooms, 88 meeting rooms, 1,750-seat theater, and a 9,816-seat arena. The award-winning facility is connected to a 1,001-room hotel via skybridge and is adjacent to two Vertiport landing pads. You can learn more about our venue here: http://www.dallasconventioncenter.com/

     

    Under general supervision, Administrative Assistants participate in a wide variety of responsible and complex administrative, secretarial and clerical duties for the facility or assigned department and provide information and assistance to the public regarding departmental services, policies and procedures.  The Operations Administrative Assistant will oversee the Computerized Maintenance Management Software (CMMS)

     

    Spectra, an industry leader in sports, entertainment and venue management, is dedicated to recruiting and developing individuals with the skills, experience, desire, and values to contribute to the continued growth and success of our organization.  Together, with our 250+ sports & entertainment venue partners, we transform events into experiences! These experiences create excitement, turn heads, and make memories.  Come Join Us!  You can learn more about Spectra at www.spectraexperiences.com/

     

    Responsibilities

    including but not limited to (Other duties as assigned):

     

    • Perform responsible and difficult secretarial work involving the use of independent judgment and personal initiative
    • Maintain personnel and payroll records; process paperwork for payroll actions; coordinate personnel and payroll activities with other departments
    • Assist in a variety of department operations; perform special projects and assignments as directed
    • Assist management with collecting and organizing quotes for repairs and projects.
    • Maintain calendars of department activities, meetings and various events; coordinate activities with other convention center departments, the public and outside agencies
    • Coordinate the ordering, receipt and distribution of office supplies; coordinate departmental purchasing activities including preparing purchase orders, checking invoices, and coordination with accounting personnel
    • Maintain CMMS programs and reports for inspection of facilities and documentation of work orders including comprehensive Preventative Maintenance System for all KBHCC fixed and movable equipment
    • and building systems
    • Receive and prioritize work requests from a variety of facility personnel; effectively resolve workload issues
    • Participate in the development and implementation of goals, objectives, policies, and priorities related to clerical and secretarial activities; assist in planning, organizing, evaluating and participating in the functions of the assigned department; interpret and apply administrative and departmental policies and procedures
    • Participate in a variety of duties relating to administration of a department; assist in preparing comprehensive reports, compiling and preparing the annual budget, and monitoring approved budget accounts; recommend improvements in work flow procedures and use of equipment and forms related to the secretarial and clerical support function
    • Screen office and telephone callers; respond to complaints and requests for information on regulations, procedures, systems and precedents relating to responsibilities assigned; receive and route mail
    • Type and proofread a wide variety of reports, letters, memos and statistical charts; type from rough draft, verbal instruction or transcribing machine recordings; independently compose correspondence, brochures and flyers related responsibilities as required
    • Make travel arrangements
    • Type or word process at a speed necessary for successful job performances
    • Communicate clearly and concisely in the English language, both orally and in writing
    • Assist department managers with operation of Purchasing Inventory systems and insure proper quantities and types of maintenance and show supplies are on hand.
    • Assist in Preparation and implementation of the annual budget for the department managers.
    • Proficiently utilize Microsoft Office projects and database entries. Knowledge of Computerized Maintenance Management Software (CMMS) software preferred.
    • Ability to understand technical reference in the Trade fields.
    • Secretarial work involving the use of independent judgement and personal initiative

     

    SUPERVISORY RESPONSIBILITIES: 

    Manage, supervise, and counsel the facilities team consisting of Engineering and Operations employees.   Carries out management responsibilities in accordance with the organizations policies and applicable laws.  Responsibilities include interviewing, hiring and training employees, planning assigning and directing work, establishing performance standards and appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems, administration of labor agreements and resolutions of grievances.

    Qualifications

    To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirement listed below is representative of the knowledge, skill, and/or ability required.  Strong ability to work well with others, independently and in a team environment with a positive attitude, and strong customer service.  Ability to demonstrate administrative skills; modern office procedures, methods and related computer equipment; Business letter writing and basic report preparation; principles and procedures of record keeping; principles and procedures of financial record keeping and reporting.

     

    EDUCATION and/or EXPERIENCE:

    High School diploma or equivalent (GED) and a minimum of 2 years’ experience as administrative assistant in a comparable industry or operational setting.  Demonstrated skill in managing multiple functions and interpersonal skills to foster teamwork and a commitment to team results are required.

     

    WORK SCHEDULE:

    Ability to work various workdays.  Occasionally, hours differ to meet business needs including early/late hours, long days and weekends.  Must be reliable and punctual.

     

    LANGUAGE SKILLS:                      

    Ability to read and interpret documents such as safety rules, blueprints, operating and maintenance instructions, and procedure manuals.  Ability to write daily logs, routine reports and correspondence.  Must possess excellent grammar skills and use of the English language written and orally. Ability to speak effectively to customers, clients, and other employees of the organization. 

     

    REASONING ABILITY:

    Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving concrete variables in standardized situations.

     

    PHYSICAL DEMANDS:

    The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. 

     

    Ability to work in a fast-paced environment to meet deadlines.  While performing the duties of this job, the employee is regularly required to stand, walk, talk, hear, and use hands to finger, handle, or feel objects, tools, or control.  The employee is frequently required to use hands to finger, handle, or feel; reach with hands and arms; and stoop, kneel, crouch, climb, balance, or crawl.  The employee must be able to lift and/or move up to 50 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth vision, and ability to adjust focus.

     

    COMPUTER SKILLS:                                 

    Ability to proficiently utilize Microsoft Office products (Word, Excel, Outlook and PowerPoint) and database entries.  Knowledge of Computerized Maintenance Management Software (CMMS) software preferred.

     

    OTHER SKILLS and ABILITIES:  Ability to understand technical references in the fields of electrical engineering, plumbing, mechanical engineering, heating and air conditioning, welding, painting, and carpentry.  Ability to: perform varied clerical work; understand and carry out oral and written instructions; type or word process at a speed necessary for successful job performance; interpret and apply administrative and departmental policies and procedures work independently in the absence of supervision; prioritize work and effectively resolve workload issues.

     

     

     

     

     

    SPECTRA IS AN EQUAL OPPORTUNITY EMPLOYMENT EMPLOYER

     

     

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