Administrative Support Coordinator | Full-Time | Santa Clara Convention Center

Oak View Group is the global leader in venue development management and premium hospitality services for the live event industry. Offering an unmatched 360-degree solution set for a collection of world-class 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 Support Coordinator is responsible for providing operational administrative and when needed secretarial support to all members of the SCCC team. Duties include a variety of complex administrative tasks such as filing data entry tracking event documents correspondence calendar management community event planning collecting deposits/insurance updating event booking systems office management tasks like supply inventory budgeting deposits maintaining files/records screening calls typing correspondence assisting with special projects as assigned. Provides information to public regarding departmental services policies and procedures.

This role pays an hourly rate of $32.76 - $34.40

Benefits for Full-Time 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 October 24 2025.

The Santa Clara Convention Center is proudly owned by The City of Santa Clara and managed by Oak View Group. We are strategically located in the heart of Silicon Valley a prime location for conventions trade shows and exhibitions. The Santa Clara Convention Center is minutes from hotels restaurants Levis Stadium Californias Great America Theme Park and many of the largest and most influential technology companies in the world with easy access to freeways and Norman Y. Mineta San Jose International Airport and only 45 miles south of San Francisco. The Convention Center features 100000 square feet of exhibit space a 22400 square foot ballroom 31 breakout rooms and a 607-seat theater and attracts over 350000 visitors annually.

• Provide full administrative support for pre-event payments and obtaining client insurance (COIs)
• Provide full administrative support including typing maintaining calendars and creating reports when needed.
• Create and maintain Event filing systems and services particularly for pre-event payments COIs and other documents
• Prepare and distribute correspondence obtain signatures as needed
• General admin tasks - faxing photocopying mail bulk mailings
• Answer phones screen calls respond to inquiries
• Assist with various event-related duties when needed
• Prepare and distribute event documents to staff/partners if needed
• Create/maintain event files distribute folders/checklists
• Run reports for departments as needed
• Represent department at weekly operational meetings
• Recommend process improvements to streamline operations
• Compile client/vendor lists
• Independently compose correspondence related to responsibilities
• Assist with department operations and special projects
• Maintain calendars for department activities meetings events
• Establish cooperative working relationships
• Other duties as assigned

Administrative Duties:

• Assist in planning company/employee/community events
• Maintain administrative files for all events (contracts payments insurance)
• Ensure vendors/clients have proper insurance for events
• Communication with clients on payments past dues insurance
• Maintain inventory and order office supplies schedule equipment maintenance
• Maintain yearly budgets for office supplies postage printing equipment
• Facilitate monthly safety meetings with building partners
• Develop and update safety policies/procedures
• Conduct periodic safety audits identify areas for improvement
• Communicate safety policies to employees new hires visitors
• Serve as a safety resource for employees
• Other duties as assigned

• 1-2 years administrative/secretarial experience
• High school diploma or GED 2 years customer service experience
• OR college degree and 1 year customer service/training experience
• Excellent communication skills both written and verbal
• Type/word process at necessary speed for job performance
• Proficiency in Microsoft Office suite
• Knowledge of modern office procedures methods computer equipment
• Knowledge of record keeping and filing principles/procedures
• Experience with CRM programs like Momentus and Simpleview a plus
• Valid California drivers license

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.