Executive Assistant, Venue Operations

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Join our team to help create and develop the future of live entertainment and sports in Orange County!

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Mission: To enrich the lives in our community through shared experiences, welcoming spaces, and responsible actions.

Vision: We will be the social and entertainment center of Orange County – a place where the cultural kaleidoscope of the region converges and connects.  Our vibrant, rich collection of experiences will celebrate the diversity of our community.

Values: Be Safe | Do the Right Thing | Be Generous | Include Everyone | Make it Easy | Be Bold

Job Title:

Executive Assistant, Venue Operations

Pay Details:

The annual base salary range for this position in California is $75,000 to $100,000 per year. The starting pay for the successful candidate depends on various job-related factors, including but not limited to the candidate’s geographic location, job-related knowledge, skills, experience, education/training, internal value, peer equity, external market demands, and organizational considerations.

The Executive Assistant provides comprehensive support to an executive leader. The ideal candidate will possess exceptional administrative skills, a proactive mindset, and the ability to handle multiple tasks efficiently. The Executive Assistant acts as a key liaison between the executives and various internal and external stakeholders, ensuring seamless communication and operations.

Responsibilities

• Provide Executive Assistant support to Venue Operations executives and the VP Construction Services, as needed and as assigned

• Provide high-volume construction administrative support, including invoice processing and contract workflow coordination in IronCloud, as needed

• Manage and maintain the executive’s calendar, including scheduling meetings, appointments, and travel arrangements

• Prepare and edit correspondence, communications, presentations, and other documents

• Conduct research and compile data for reports and presentations

• Handle confidential information with discretion

• Serve as the primary point of contact for internal and external stakeholders on all matters pertaining to the executive

• Screen and direct phone calls, emails, and other communications

• Coordinate and communicate executive priorities and initiatives

• Organize and coordinate executive meetings, including preparing agendas, taking minutes, and following up on action items

• Ensure meeting materials are prepared and distributed in advance

• Plan and coordinate complex travel itineraries, including flights, accommodations, and ground transportation

• Prepare travel expense reports and handle reimbursement processes

• Track progress and ensure timely completion of projects

• Maintain office supplies and equipment

• Ensure the executive’s office is organized and efficient

• Assist in the planning and execution of special projects and initiatives

• Perform other duties and projects as assigned

Qualifications

• Bachelor’s degree in Business Administration, Communications, or a related field preferred

• Minimum of 3-5 years of experience as an Executive Assistant or in a similar role

• Knowledge of virtual meeting platforms (e.g., Zoom, Microsoft Teams)

• Understanding of business operations and organizational structures

• Familiarity with project management principles and practices

• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

• Excellent verbal and written communication skills

• Effective interpersonal skills for interacting with diverse groups

• Strong analytical skills to anticipate and resolve issues proactively

• Capacity to ensure completeness and correctness of work outputs

• Proficiency in prioritizing workload to meet deadlines effectively

• Capability to stay organized and productive under tight schedules

• Flexibility in handling a variety of tasks and responsibilities

• Ability to juggle multiple tasks and projects simultaneously

• Ability to adapt to changing priorities and executive needs

• Ability to maintain high accuracy and thoroughness in all tasks

• Ability to draft and edit reports, emails, and other documents

• Ability to manage multiple calendars and schedules efficiently

• Ability to handle complex and sensitive situations with discretion

Knowledge, Skills, and Experience

Education - Bachelor's Degree

Experience Required – 3+ Years

This position is on-site.

Company:

OC Sports & Entertainment, LLC

Our Commitment:

We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and team members without regard to race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, parental status, military service, medical condition or any protected category prohibited by local, state or federal laws.  We are firm believers that diversity and inclusion among our team members are critical to our success, and we seek to recruit, develop, and retain the most talented people from a diverse candidate pool.

Thanks for your interest in becoming part of OCVIBE!