Job Description

REQ14057 Administrative Assistant, Entertainment (Open)

The Administrative Assistant, Entertainment provides administrative support to the Entertainment department. The individual will assist the department with the coordination and implementation of all related paperwork, record maintaining and work closely with the department to support on process improvement opportunities, ensuring regulatory and procedural compliance.

PRIMARY RESPONSIBILITIES:

• Performs all general administrative functions for the Entertainment department.
• Submits requests on behalf of entertainment staff as requested relating to, but not limited to: IT, HR, Property Services, Legal, Compliance, Marketing etc.
• Overall reporting of status for all performances, events, and initiatives.
• Updates and monitors Entertainment Cost Allocation Log.
• Assists in vendor registration, communication, and sourcing in alignment with Supply Chain guidelines.
• Handles invoices, quotations and documentation for Entertainment purchases and expenses in alignment with Finance and Tax guidelines.
• Ensures timely processing, tracking, and adherence to procedures for all orders and deliverables.
• Assists in the preparation of presentations as requested by the management staff of the department.
• Notes the progress of all entertainment projects and activities, summarising and distributing notes, requesting and preparing in-person and virtual meetings, preparing agendas.
• Assists with the development, maintenance and revision of policies and procedures pertaining to operations by continually updating the Standard Operating Procedures.
• Ensures that constructive and productive working relationships as well as the timely and accurate delivery of information is maintained with all other departments.
• Assists in implementation of the entertainment and events programs.
• Assists in the maintenance and updating of the events calendar.
• Practices the utmost discretion when dealing with all information whether verbal, digital or hard copy.
• Creates, maintains, and follows up on Senior manager and departmental to-do items and schedule departmental meetings or as requested from the Senior manager.
• Works closely with entertainment team members and other related departments for smooth execution of projects.
• Performs associated administrative duties as required, by assisting management with the preparation of various forms, budget reviews and other reports (P&L, ROI etc)
• Assists budget preparation and the tracking of operational expenses as requeste.d
• Adheres to all Company policies and procedures.
• Act as assistant to the Senior Manager.

KEY PERFORMANCE INDICATORS:

• Records are kept in a systematic way for easy reference and retrieving
• Ensures work related deadlines are met in the most efficient manner
• Relevant policies and procedures are adhered to

QUALIFICATIONS:

Education

• A Bachelor’s degree in Business Administration will be considered as an advantage.

Experience

• Administration experience of minimum 1 year (preferably from within the Entertainment/events Industry)
• Knowledge of entertainment and events organisation and operation preferred but not necessary

Skills / Competencies

• Ability to speak and write Greek and English
• Possess very strong computer skills Excel, Word, PowerPoint, Outlook
• Ability to multi-task and switch from project to project
• Very strong organisation skills and work ethic
• Ability to perform under pressure and have an aptitude for problem solving
• Ability to work nights, weekends, public holidays
• Comfortable and competent working both by email and over the phone
• Solution oriented and flexible to process changes

PERSONAL COMPETENCIES:

• Achieves agreed objectives and accepts accountability for results
• Ability to keep focus and finish day to day tasks
• Displays a high commitment to delivering results
• Communicates effectively
• Displays the highest level of integrity
• Ability to maintain discretion
• Self-motivated
• Approachable