Operations Administrator - Job Description

The Operations Administrator should be the glue that holds the Operations department together and supports the Director of Operations. Since the events and entertainment industry does not produce a regular nine to five schedule, a successful Operations Administrator will display flexibility and a sense of urgency. The Operations Administrator will ensure that Operations department runs smoothly and efficiently at events, the office, and with personnel.

At times, they may have to stand in for the Director of Operations should she be absent for a meeting or conference call. The Operations Administrator must have the ability to protect sensitive information. Lastly, the Operations Administrator will be a direct representation of the Director of Operations, Operations team and Encore Live. Consequently, they must carry themselves both professionally & confidently and be a team player working for the greater good of the Encore Live family.

Primary duties and responsibilities:

Ensure appropriate follow-up on all outstanding items and delegated tasks by the Director of Operations to other employees

Collect and compile daily Operations department updates and goals for morning huddles

Support the Director of Operations in all event billing as needed

Manage day-to-day events, talent buying and Outlook calendar (including staffing assignments)

Compile and distribute meeting agendas in advance for both internal and external meetings hosted by the Director of Operations

Capture detailed notes in meetings and conference calls, and then upload notes and updates into appropriate software systems (Salesforce, etc.)

Administer surveys to staff, vendors and clients on a timely basis upon event completion

Travel to meetings and working events as needed in various hospitality and administrative roles

Support in drafting agendas, scheduling and preparing for reoccurring departmental meetings

Support the process development, reporting and usage of company software systems including Salesforce, Concur, APS, etc.

Review, flag any issues, and approve/deny expense reports in Concur for all direct reports to the Director of Operations

Open to taking on new projects that expand and foster culture, outreach, and leadership within the company

Ensure all admin processes, regarding events, are completed timely. (i.e. contracts, Insurance (COI), invoices, payments, close out)

Education and Qualifications:

· A Bachelor’s degree in Business Management, Communications or related field is preferred

· 5+ years of experience as an administrative assistant and/or coordinator is preferred

A successful candidate will be:

· Knowledgeable in aspects of operations, project management, event coordination, event execution, talent buying, and artist hospitality

· Positive in attitude, approachable and selfless

Focused on maintaining positive internal team, client and vendor relations in all communications

· Skilled in organization, prioritization and time management practices

· Passionate about Encore Live (including all additional endeavors) and the mission and future

· Able to identify inefficiencies in the organization and subsequently develop problem-solving solutions

· Skilled in best communication practices and able to remain calm under pressure

· Willing to travel and work extended hours as necessary including weekends

· Mature, professional and socially intelligent

· Must be Process-Oriented

Gritty, Professional, Organized, Detailed, Flexible,

Calm, Creative, Confident, Process-Oriented