Administrative Assistant

ASM Global•Fort Lauderdale, FL

3d•Onsite

About The Position

The Administrative Assistant provides administrative support to the General Manager and Executive Department of the convention center. The role includes maintaining records, preparing reports and correspondence, coordinating meetings, organizing contracts and departmental documentation, and assisting with routine office operations. The position helps ensure administrative tasks are completed accurately, efficiently, and within established deadlines. The position is based on site at the Broward County Convention Center. The Administrative Assistant is expected to communicate professionally with internal departments, vendors, clients, and other business contacts, and to maintain confidentiality when handling sensitive information.

Requirements

High School Diploma or GED.
Two years of related secretarial experience.
Strong organizational skills and attention to detail.
Effective written and verbal communication skills.
Ability to manage multiple administrative assignments and meet established deadlines.
Ability to follow instructions, established procedures, and departmental guidelines.
Ability to work independently on routine assignments and recognize when guidance is needed.
Strong customer service and interpersonal skills.
Ability to maintain accurate records and handle confidential information appropriately.
Flexibility to adjust to changing priorities in a fast-paced venue environment.
Professional demeanor, reliability, and a commitment to completing work accurately and on time.
Proficiency in Microsoft Office, including Word, Excel, Outlook, and PowerPoint.
Ability to use standard office equipment and electronic filing systems.

Nice To Haves

College degree preferred.
One to three years’ experience supporting senior-level management preferred.
Similar experience in convention centers, hotels, and food and beverage facilities is a plus.
Experience with document management systems and business software preferred.

Responsibilities

Coordinate meeting schedules, reserve meeting spaces, prepare materials, and record meeting minutes as requested.
Prepare, format, and distribute routine correspondence, reports, presentations, forms, and other documents.
Compile and submit monthly facility reports and other assigned administrative reports.
Organize and maintain departmental files, records, correspondence, and electronic documentation.
Maintain organized records of subcontractor and supplier contracts and related documentation.
Maintain and update departmental standard operating procedures (SOPs) and administrative reference materials.
Receive and route incoming mail, emails, and other correspondence to the appropriate department or individual.
Assist with tracking routine requests, outstanding documentation, and administrative follow-up items.
Coordinate travel reservations, appointments, and related arrangements as requested.
Assist with gathering information, compiling data, and preparing materials for meetings and reporting purposes.
Maintain office supplies and coordinate office equipment servicing as needed.
Provide general administrative assistance to the General Manager and Executive Department, including copying, scanning, filing, and document distribution.
Maintain confidentiality when handling business records, contracts, correspondence, and other sensitive information.
Communicate professionally with internal departments, vendors, clients, and other business contacts.
Provide backup receptionist coverage as needed, including greeting and directing visitors, answering and transferring incoming calls, and assisting with general inquiries.
Perform other duties as assigned.