Administrative Assistant Full-Time Rupp Arena

Oak View Group is the global leader in venue development management and premium hospitality services for the live event industry. Offering an unmatched 360degree solution set for a collection of worldclass owned venues and a client roster that includes the most influential highest attended arenas convention centers music festivals performing arts centers and cultural institutions on the planet.

The Administrative Assistant position is responsible for providing highlevel administrative support to the General Manager and Assistant General Manager by preparing statistical reports conducting research organizing special projects handling information requests and performing clerical functions as needed as well as providing administrative support to the Booking and HR departments as needed(e.g. Contracts/correspondence generation employee records recruitment support employee relations support new hire onboarding).

This role will pay a rate of $18.00$22.00.

Benefits for FullTime roles: Health Dental and Vision Insurance 401(k) Savings Plan 401(k) matching and Paid Time Off (vacation days sick days and 11 holidays).

This position will remain open until July 18 2025.

At Rupp Arena we are building an organization that serves our fans community and partners through worldclass entertainment sports and events. We believe in being authentically Kentucky. This means staying true to what makes Kentucky Kentucky by rolling up our sleeves to get things done valuing hospitality and gathering together being a pillar in our community teamwork over the individual celebrating our wins taking risks and stretching our potential. As part of Oak View Group we embrace positive disRUPPtion.

• Provides independent administrative support of the daytoday activities of the General Manager (GM) and Assistant General Manager (AGM) to maximize executive productivity and ensure department efficiency.
• Effectively manages the GMs and/or AGMs calendars acting independently to routinely schedule appointments and arrange any necessary travel itineraries.
• Acting as the facility receptionist/switchboard answers all telephone calls and greets guests and patrons to the facility.
• Inventory and order office supplies as needed including supplies and upkeep of coffee machines.
• Acts as the GMs and/or AGMs liaison with employees the City/Urban Government offices and staff and other committees facility users and the general public.
• Performs office manager tasks including drafting letters memos invoices reports expense reports and other documents for the GM/AGM.
• Receives incoming communication mail or memos on behalf of senior staff and reviews contents determines importance and summarizes and/or distributes contents to appropriate staff.
• Supports with answering employee general information/policy related questions compiles and reviews building and employee documents and supports escalation of issues in an open door process.
• Assists employees in creating and/or accessing their email and ADP accounts and troubleshooting log in issues and/or time clock issues by working with Corporate IT.
• Supports the facility in the administration of the employee recognition and employee morale building activities.
• Ensures complete confidentiality and security of personal/private/protected employee and building information documentation and communication.
• Exercises tact and diplomacy in dealing with sensitive complex and confidential personnel and building issues.
• Under the direction of HR the GM or AGM responds to employee inquiries regarding policy or rule application in a timely professional courteous and helpful manner.
• Is thoroughly familiar with company policies and procedures and assists in the implementation and interpretation of these policies procedures and practices.
• Manages incoming and outgoing mail submission distribution and retrieval/drop off as needed.
• Support booking with contract management documentation for upcoming event needs such as COI Momentus entry compliance and contractual requirements.
• Creates types proofreads and files the GMs and/or AGM s written communications.
• Prepares clear concise timely reports correspondence and other written materials.
• Establishes and maintains effective positive working relationships with those contacted in the course of work.
• Creates types proofreads and files the board agendas minutes and documents.
• Provides administrative support for board chair and board committees as needed.
• All other duties/responsibilities as assigned by the GM AGM HR or Booking.

• Some college; Bachelors degree preferred or equivalent experience.
• 5 years of executive level support experience; hospitality industry experience preferred.
• Excellent written and verbal communication skills.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to function well in a highpaced and at times stressful environment.
• Extensive knowledge of office administration clerical procedures and recordkeeping systems.
• Must be organized selfdirected dependable flexible and able to work in a fastpaced professional work environment.
• Detailoriented and strong organizational skills.
• Exhibits a high degree of confidentiality tact and diplomacy.
• Ability to adapt to new concepts and exhibit resourcefulness/initiative in problemsolving.
• Calm and focused; able to work under pressure and be able to interface with staff and clients.
• Versed in proper office/organizational/business etiquette.
• Excellent administrative and general office skills.
• General knowledge of HR protocols and practices.
• Advanced proficiency using Microsoft Office Products (Word Excel PowerPoint Teams and Outlook).

At OVG we understand that to continue positively disrupting the sports and live entertainment industry we need a diverse team to help us do it. We also believe that inclusivity drives innovation strengthens ourpeople improves ourservice and raises ourexcellence. Our success is rooted in creating environments that reflect and celebrate the diverse communities in which we operate and serve and this is the reason we are committed to amplifying voices from all different backgrounds.

Oak View Group is committed to equal employment opportunity. We will not discriminate against employees or applicants for employment on any legally recognized basis (protected class) including but not limited to veteran status uniform service member status race color religion sex national origin age physical or mental disability genetic information or any other protected class under federal state or local law.