Senior Administrative Assistant

Sphere Entertainment•Bozeman, MT

3d•Onsite

About The Position

Sphere Entertainment seeks a Senior Administrative Assistant to provide comprehensive administrative support to senior leadership and their teams. Acting with considerable independence and intellectual curiosity, the Senior Administrative Assistant will maintain a close and highly responsive relationship to the day-to-day activities of the business. The Senior Administrative Assistant may also be called upon to support additional executives or departments as needs arise, ensuring seamless coverage and continuity of operations across the organization.

Requirements

Minimum of 5+ years experience supporting Senior executives in a matrixed organization, preferably within the tech, media, or entertainment industries.
Must be well-organized, detail-oriented, and able to multi-task as a strategic thinker capable of foreseeing impact of simultaneous projects.
Experience managing a highly changeable calendars with extreme tact, strict attention to detail, diplomacy and sound judgement.
Demonstrated ability to quickly learn the organizational structure and successfully execute the objectives of the team in a complex and ambiguous environment.
Able to maintain confidentiality and professionalism at all times.
Experience with Concur or a comparable platform for expenses and travel.
Must be energetic, positive, outgoing, and resourceful.
Proficient in Microsoft Outlook, Excel, Word, PowerPoint, Teams, Slack, Zoom, and Google Workspace.

Responsibilities

Coordinate and arrange Executives’ meetings and schedules in an always shifting schedule.
Work collaboratively and efficiently with the other Administrative Assistants to ensure all team members have the necessary information.
Serve as liaison across multiple internal departments to ensure smooth communication.
Track meeting action items and follow-up tasks to ensure timely completion.
Anticipate all contingencies and be strategic in prioritizing tasks undertaken.
Prepare travel and expense reports on a timely basis using Concur or a comparable program.
Support the team by conducting helpful tasks including printing documents, light database entry, ordering of meals and office supplies.
Organize and maintain documents for executive use with proper version control.
Work as part of a high touch team by providing regular communication and fostering a high level of collaboration, teamwork and cooperation.
Coordinate detailed meeting logistics including materials, instructions, and A/V setup.
Carry out regular and continual review of emails, phone calls, and other forms of correspondence and then identify the appropriate follow up action.
Prepare comprehensive event and travel itineraries and contact lists specific to each trip and orchestrate all necessary arrangements.
Manage highly confidential, and proprietary information with discretion and the utmost level of confidentiality.
Support all logistics, correspondence, scheduling, and coordination for high priority team events and engagements; this includes internal off-sites and external client events (in partnership with MSG teams) to support team needs.
Manage document archiving and improving internal processes.
Provide exceptional experiences for our guests, partners, and team members, including by adhering to our appearance and presentation guidelines while on-site.
Various ad-hoc projects to support company initiatives.