Secretary I, Food & Beverage/Merchandise Line of Business

JOB DESCRIPTION:

The Secretary I role provides administrative support to the Food & Beverage and Merchandise Line of Business team. While maintaining a positive and professional demeanor, the Secretary I demonstrates flexibility, discretion, and strong organizational skills while managing multiple priorities. With speed, accuracy and efficiency, the position supports the organization by preparing written communication, expense reports, spreadsheets, presentations, meeting set-up and notes, supply ordering, office building and technology support. The ability to manage multiple calendars and orchestrate meetings is essential. A strong sense of teamwork and the ability to leverage systems, technology and organizational resources will also be needed.  As a contributing member of the administrative team, this role proactively helps to ensure that the department is highly organized, effective and functioning at optimal capacity.

This role supports multiple senior managers. The role requires a high degree of collaboration, partnering, and confidentiality.  An ideal candidate is a proven self-starter who is able to anticipate needs and is comfortable making decisions as appropriate within the scope of the role.

RESPONSIBILITIES:

• Partners as the “information HUB” for leaders & cast

• Drives team effectiveness and anticipate needs of the organization (through monitoring reports, invoices, scheduling)

• Drives an organized and professional environment

• Demonstrates service-focused delivery

• Prepares presentations, documents and other communications for local leader support

• Prepares and maintains meeting rooms as needed

• Coordinates travel and prepares expense reports

• Monitors phones and calendars

• Orders supplies, tracks inventory and pays invoices as needed

• Coordinates meeting logistics and supports set up and delivery needs including AV/video-conferencing

• Manages office logistics managing multiple tasks, deadlines and priorities; and coordinates follow up and drives responses effectively

• Supports multiple leaders and prioritizes needs effectively

• Supports general office management and related equipment and technology

• Easily adapts to change and demonstrates flexibility

• Demonstrate comprehensive knowledge and application of administrative systems, tools, computer programs, and technologies; share subject matter expertise within the organization

• Support integration of new administrative technologies and/or systems into the organization

REQUIRED QUALIFICATIONS:

• Strong organizational skills

• Effective verbal and written communication, clear concise correspondence

• Portrays professional, positive, and approachable service environment – represents the brand and the leader

• Demonstrated proficiency in MS Office Suite

• Ability to handle and maintain confidential information. 

• Strong computer/technology skills, including but not limited to Microsoft Word, Excel, Outlook, PowerPoint, SharePoint, Collaboration Workspace, SAP (T&E, Life Events, Time Processor, Employee ESS, Casual Buyer), and video teleconferencing systems and services

DESIRED QUALIFICATIONS:

• Bachelors Degree or Equivalent work experience