Administrative Assistant - Toyota Music Factory

The Role
Provides office services by implementing administrative systems, procedures, policies, and monitoring administrative projects.
Company Overview:
Legends is a holistic agency that specializes in delivering solutions for legendary brands. We approach each project with our 360-degree service solution. Our Global Planning, Global Sales, and Hospitality service solutions collaborate on every project to ensure success across each of our six verticals including professional sports, collegiate, attractions, entertainment, international, and conventions.
Our intellectual property is our people. It's our expertise that makes up Legends. We know what it's like to be on the team, business, or athletic department side, which drives our passion in creating solutions for our partners. Collectively, our leadership has over 300 years of experience in sales and sponsorship, analytics and valuation, hospitality and operations.
Responsibilities:

Responsibilities

• Prepare paperwork needed for events/concerts. Provide routine information regarding events, operations, policies, and procedures for various operations within the unit.
• Maintain a variety of files and records of information (e.g. event files, expense records, vendor files, etc.).
• Organize and maintain community office space to run proficiently and effectively.
• Maintain calendar, arrange appointments, coordinate on projects with the Management Team.
• Place and answer phone calls, take accurate messages, direct inquiries appropriately.
• Assist Payroll Manager in maintaining timesheets/data entry of payroll and completing tip reporting functions when needed.
• Assist in processing invoices for payment to vendors by checking invoices for accuracy, resolving discrepancies, checking invoices against purchase orders, account coding, and entering data into system. Strict A/P Deadlines.
• Maintain Product Receiving Log.
• Analyze/review vendors' statements for accuracy and check credit balances, request cash refunds on credit balances.
• Assist with inventory data entry at month end.
• Resolve administrative problems by coordinating preparation reports, analyzing data, and identifying solutions.
• Contribute to the team atmosphere of Legends. Must be flexible. Hours for this position will vary depending on the event schedule. Some nights and weekends will be required.
• Enforce and implement corporate policies and procedures and remain well informed of all office functions.
• Retrieve, screen and deliver mail correspondence.
• Work closely with other administrative employees. Assisting with a variety of duties including scanning files to management, formatting and editing letters, reports, PowerPoint preparations, and other functions.
• Maintain professional and technical knowledge by attending educational workshops.
• Assist Management Team with other duties and special projects as assigned.

• Work independently, exercising judgment, and initiative. Ability to perform duties above expectations with little supervision.
• Must be able to thrive in a fast-paced environment with strict deadlines.

• Excellent verbal and customer service skills.
• Dynamic, outgoing, high-energy personality.
• Resilient competitive work-ethic.
• Professional demeanor with the aptitude to interact with poise and upholding the company name.
• Strong written and verbal communication skills.
• Ability to interface with all levels of the organization.
• Excellent organizational skills.

Practice safe work habits, follow all safety policies and procedures and regulations, complete company-wide safety training and any additional job specific safety training.
Legends is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, disability, or genetic information.

Education

Preferred

• Bachelors or better in Other

Skills

Preferred

• Microsoft Office(Excel, PPT, Word, Outlook)