Administrative Assistant - Coca-Cola Amphitheater

Legends Global is a holistic agency specializing in delivering solutions for legendary brands through a 360-degree service approach. Our Global Planning, Global Sales, and Hospitality teams collaborate across six verticals: professional sports, collegiate, attractions, entertainment, international, and conventions. With over 300 years of collective leadership experience in sales, sponsorship, analytics, hospitality, and operations, our expertise drives solutions for our partners.

Responsibilities

• Maintain timesheets and data entry of payroll.
• Complete tip reporting functions and send payroll reports to management for weekly review while maintaining strict deadlines.
• Complete timesheets for temp employees and distribute to appropriate personnel.
• Assist with checking in employees, temps, and other staff/vendors before events or concerts as needed.
• Maintain calendars, arrange appointments, and coordinate projects with the Management Team.
• Manage and organize files and records (e.g., attendance, event files, employee files, vendor files) as the keeper of current and closed office records.
• Handle phone calls, take messages, direct inquiries, and greet and direct visitors.
• Maintain office supply inventory and monitor equipment (printers, scanners, computers) for proper functioning; arrange repairs as needed.
• Retrieve, screen, and deliver mail; coordinate FedEx and UPS shipments.
• Draft letters, reports, and correspondence with proficiency in Excel and Word.
• Prepare various reports for management and enforce corporate policies and procedures.
• Perform duties across multiple roles, including Accounting Clerk, Scheduling Coordinator, and Payroll Clerk.
• Assist with accounts payable, scan files for management, and analyze/review vendor statements for accuracy.
• Maintain a Product Receiving Log and contribute to a collaborative team environment.
• Remain flexible with hours, including nights and weekends, based on concert/event schedules.
• Perform other related duties, tasks, and special projects as assigned.

Requirements

• Associate’s Degree or three years of accounting experience required.
• Hospitality industry experience is a plus.
• Experience with office management principles and procedures.
• Payroll experience is required.
• Proficiency in MS Word, Excel, Outlook, PowerPoint, databases, and internet searching.
• Ability to work independently with minimal supervision and maintain a professional demeanor.
• Strong written and verbal communication skills, including the ability to follow and instruct others on directions.
• Willingness to work extended or irregular hours, including nights, weekends, and holidays.
• Occasional travel to a second venue in Dallas may be required.
• Excellent organizational skills and ability to work in a team environment.
• Commitment to safe work habits, following all safety policies and procedures, and completing required training.

Skills

• Expert-level proficiency in Microsoft Office (Excel, PowerPoint, Word, Outlook).