Administrative Assistant

Administrative Services Coordinator

Provides office services by implementing administrative systems, procedures, policies, and monitoring administrative projects.

Legends is a holistic agency that specializes in delivering solutions for legendary brands. We approach each project with our 360-degree service solution. Our Global Planning, Global Sales, and Hospitality service solutions collaborate on every project to ensure success across each of our six verticals including professional sports, collegiate, attractions, entertainment, international, and conventions. Our intellectual property is our people. It's our expertise that makes up Legends. We know what it's like to be on the team, business, or athletic department side, which drives our passion in creating solutions for our partners. Collectively, our leadership has over 300 years of experience in sales and sponsorship, analytics and valuation, hospitality and operations.

Responsibilities

Maintain timesheets and data entry of payroll. Complete tip reporting functions.

Send all payroll reports to appropriate management for review each week. Must maintain strict payroll deadlines.

Complete time sheets for temp employees and email to appropriate personnel.

May be asked to assist checking in employees, temps, and other staff/vendors before events/concerts.

Maintain calendar, arrange appointments, coordinate on projects with the Management Team.

Maintain a variety of files and records of information (e.g. attendance, event files, employee files, vendor files, etc.), will serve as keeper of the records for all current and closed files within the office.

Place and answer phone calls, take accurate messages, direct inquiries appropriately and greet and direct visitors.

Maintain inventory of office supplies.

Monitor office equipment (printers/scanners/computers/etc.) for proper functioning; arrange repairs if needed.

Retrieve, screen, and deliver mail correspondence. Coordinate FedEx and UPS mailings.

Draft letters, reports, and other correspondence in a timely, accurate manner. Complete a variety of reports for management (must be proficient in Excel/Word).

Enforce and implement corporate policies and procedures and remain well informed of all office functions.

This position will incorporate duties of other positions, including, but not limited to: Accounting Clerk, Scheduling Coordinator, and Payroll Clerk.

Will work closely with other administrative employees, assisting with accounts payable, scanning files to management, and other functions. Will assist in analyzing/reviewing vendors statements for accuracy and resolve problems as necessary.

Maintain Product Receiving Log.

Contributes to the team atmosphere of Legends. Must be flexible. Hours for this position will vary depending on the concert/event schedule. Some nights and weekends will be required.

Perform other related duties, tasks, and responsibilities, and special projects as required from time to time.

Qualifications

Associates Degree or three years of accounting experience required.

Experience in the Hospitality industry is a plus.

Experience in office management principles and procedures.

Payroll experience is required.

Proficient in MS Word, Excel, Outlook, PowerPoint, database, and internet searching skills.

Ability to perform duties above expectations with little supervision.

Professional demeanor with the aptitude to interact with poise and upholding the company name.

Strong written and verbal communication skills. Must be able to follow direction and then instruct others to follow those directions.

Hours may be extended or irregular to include nights, weekends, and holidays. Travel to our second venue in Dallas may be required.

Excellent organizational skills.

Ability to participate in a team environment.

Practice safe work habits, follow all safety policies and procedures and regulations, complete company-wide safety training and any additional job specific safety training. Legends is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, disability, or genetic information.