What are the responsibilities and job description for the Office Assistant position at Cincinnati Open?
The Cincinnati Open is seeking candidates for a full-time Office Assistant position. From greeting guests to streamlining meetings and coordinating support for team members, the Office Assistant assists the team in meeting the short-and-long-term needs of a growing organization. Independence, initiative, and a willingness to learn will make this individual an ideal addition to our team in a role that has the possibility of growth opportunities. The Office Assistant will report to the Capital Projects Director.
WHO YOU ARE
A successful candidate must be friendly, energetic, and positive. This role requires strong communications and organizational skills, keen attention to details, creative problem solving, as well as an openness to meeting challenges in time-sensitive scenarios.
WHAT YOU’LL DO
- Create and maintain an atmosphere of warmth, personal interest, and positivity when welcoming guests
- Respond to phone, electronic, and in-person inquiries with timeliness and accurate information
- Assist with meeting preparation, including space reservations, IT set-up, and document preparation
- Aid in planning itineraries and agendas for incoming guests, job candidates, and traveling team members
- Coordinate team and special occasion events, both on and off-site
- Secure reservations and coordinate rooms and dining accommodations for visitors
- Maintain office supply levels and schedules for routine maintenance of office equipment. Also includes providing copier support to tour officials in the player areas, media center, broadcast booths, and officials tent.
- Handle distribution of all incoming and outgoing mail, including shipping items within FedEx, UPS, etc.
- Handle all on-boarding of summer interns, including updating manual, setting up on timekeeping system, arrange Lunch and Learn series meetings.
- Work collaboratively to streamline office processes and systems
- Participate in internal and external projects to provide administrative support
- Communicate effectively via phone and electronically with team members, vendors, guests, and partners
- Maintain office contact lists, and communication preferences for staff members.
- Coordinate volunteer Chairpeople with printing and administrative needs, including ordering supplies for their needs for the Tournament and Ball Crew Tryouts.
- Handle player trophy engraving and shipping.
- Other duties as assigned by management
REQUIRED SKILLS
- Strong writing, organizational, and time management skills, with the ability to be responsive and balance priorities, work activities, and resources in a fast-paced, cross-functional environment
- Demonstrates the highest standards of ethical behavior, sometimes with sensitive information
- Meets deadlines and takes accountability and ownership of responsibilities
- High school diploma required
- Office coordination experience preferred
- Microsoft Office Suite experience, and a willingness to become proficient in this area
Job Type: Full-time
Pay: $20.00 - $24.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
- Weekends as needed
Education:
- High school or equivalent (Required)
Experience:
- Executive administrative support: 2 years (Required)
- Office coordination: 2 years (Required)
- Microsoft Office: 2 years (Required)
- meeting or event planning: 2 years (Required)
- Customer service: 2 years (Required)
Ability to Relocate:
- Mason, OH 45040: Relocate before starting work (Required)
Work Location: In person
Salary : $20 - $24