Administrative Assistant (Temp-to-Perm) chez Philadelphia Eagles

POSITION SUMMARY

This role will be responsible for providing a high level of executive support to the Office of the Chairman/CEO through anticipating needs, managing communication, logistical planning, researching, arranging travel and other duties as necessary.  The individual must demonstrate attention to detail, establish priorities, flexibility and confidentiality.  This is a temporary role for the duration of the season with the potential to become permanent and is in-person five days a week working in the office.

REPORTING RELATIONSHIPS

 The Administrative Assistant will report to the Operations Manager, Office of the Chairman/CEO.

POSITION RESPONSIBILITIES

•  Provide overall administrative support to the Office of the Chairman/CEO, including administrative functions such as phone calls, filing, scanning, etc.
• Aid in the day-to-day operations of the Office of the Chairman/CEO, including coordinating travel, accommodations and ground transportation for the Chairman/CEO for personal and business meetings. Create travel itineraries for the Chairman/CEO and distribute.

• Manage the assignment and dissemination of home and away game tickets and parking passes, either electronically or physically via Fed Ex or in-person. Ensure tickets are accepted prior to each game.
• Greet and manage guests of the Chairman/CEO, Business & Football Operations Strategy executive and the Philadelphia Eagles Limited Partners in attendance at home games.

• Reconcile and submit game day ticket report to ticket office the day after the home or away game.
• Follow-up on any requests from guests following each home and away game, including the distribution of photos via email a few days after each game.
• Process monthly invoices and liaise with team accounting.
• Manage Chairman/CEO credit card reconciliation in Concur, as well as other ownership executives expense reports.
• Sort and distribute incoming mail. Respond to correspondence on behalf of the Chairman/CEO.
• Facilitate, send and track autographed items and donations requested through the Office of the Chairman/CEO. Document in Salesforce for recordkeeping.  Maintain and manage supply of autographed items.
• Order supplies for the Chairman/CEO’s office at the complex, as well as Owner’s Suite and Owner’s Lounge at the stadium.
• Send out merchandise, celebratory gifts, condolences from the office of Chairman/CEO.
• Perform duties that require discretion, tact, and independent judgement.
• Handle other special projects and duties as directed.

 DESIRED COMPETENCIES

 Personal Accountability - Gains input from others and moves decisions forward in the organization; accountable for actions.

Integrity & Values - Can be trusted to act in a manner that is truthful and values direct, honest communication at all levels of the organization.

Interpersonal Confidence - Strong interpersonal skills; can effectively communicate and relate to all levels within and outside the organization; creates and builds positive and productive relationships.

Results Oriented - Drives the team and the organization for results to improve bottom line performance; able to make timely or planned decisions appropriate to the circumstances or situation.

Adaptability - Responds quickly and effectively to changing trends and circumstances; embraces change and welcomes fresh perspectives; learns from past mistakes and adjusts accordingly.

Managing Processes - Ability to manage appropriate steps to get projects completed.

Organizational Ability - Attention to detail, demonstrates time and energy to make sure tasks are properly handled and completed correctly.

QUALIFICATIONS

•  Bachelor’s Degree required.
• 1-3 years of experience in an event planning or office assistant role.
• Demonstrate a professional, warm and approachable demeanor.
• Ability to manage multiple tasks and manage time appropriately given ever changing priorities and working with various managers in the Chairman/CEO office.
• Demonstrate considerable latitude and flexibility in determining how to carry out assigned tasks and use discretion with regards to confidential information.
• Excellent written and verbal communication skills.
• Ability to operate in a fast paced and demanding environment.
• Previous experience working in an executive office providing administrative support preferred.
• Flexibility to work long hours and a non-traditional schedule including weekends and some holidays.
• Anticipate assistance by identifying problems, needs, options, and solutions before being asked.
• Required computer skills: Microsoft Word, Excel, PowerPoint.

 EOE

 Qualified applicants will receive consideration for employment without regard to race, color, national origin, ancestry, ethnicity, religion, sex, sexual orientation, age, disability, veteran status, marital status, or any other classification protected by applicable law.