Summary

ASM Global, the leader in privately managed public assembly facilities has an excellent and immediate opening for an Event Services, Marketing, & Sales Administrative Assistant at NRG Park in Houston, Texas.  NRG Park is in the fast lane for opportunity and excitement.  We are a one-of-a-kind premier facility with four major venues within one giant park.  NRG Center (one million+ sq. ft. Convention Center), NRG Stadium (home of the Houston Texans and The Houston Livestock Show & Rodeo), NRG Astrodome (“The” Astrodome), and NRG Arena.    We are seeking a unique Administrative Assistant to join our team.  The Administrative Assistant, under general supervision of the Directors of Event Services, Marketing & Sales provides a variety of administrative, and operations support to designated personnel and/or departments.  Acts as liaison between the facility and clients, ensuring all clients’ requirements are met and the facility rules, regulations and policies are adhered to.

 

Essential Duties and Responsibilities

Include the following:

  • Create and maintain files and records of information such as proposals, contracts, budget, event files, travel requests, expense records and reports.
  • Draft emails, letters, reports, and other correspondence in a timely, accurate manner.
  • Receive, route and file incoming and outgoing correspondence and ensure timely replies and/or action.
  • Receive and screen telephone calls and visitors, and provide routine information regarding events, operations, policies, and procedures.
  • Process event assignments as directed, including posting them to the online booking system and communicating all assignments to event staff in a timely manner.
  • Utilize company sales management software program, to organize and prepare Exhibit A and addendum documents with information proved by Sales Managers.
  • Accurately maintain the master event calendar and distribute it in a timely manner
  • Research, prepare, and update comprehensive reports.
  • Draft, proofread, process, and deliver reports and related documents.
  • Prepare purchase orders
  • Maintain the signage, setup needs and documentation for the HCSCC monthly board meetings
  • Maintain the credentialing system in coordination with the Director and distribute large quantities of wristbands when requested
  • Maintain a variety of files and records of information such as attendance, event files, event settlements, expense records, and payroll reports.
  • Maintain and order all necessary supplies and materials for the offices.
  • Process timesheets and payroll for Part-Time event staff.
  • Make departmental travel reservations and keep department calendar of appointments.
  • Create and prepare event invoices for submission to Finance department
  • Plan and organize meetings including creating agendas and PowerPoint presentations.
  • Remain informed of company policies and procedures, answering related internal and external questions within authority.
  • Work extended and/or irregular hours including nights, weekends, and holidays, as needed.
  • Provide back up and periodic support, as needed, for Contract Administrator, Guest Services, Exhibitor Services, & Booking Manager positions.
  • May perform other duties as assigned.

 

Supervisory Responsibilities    

  • Not applicable.

 

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

Education and/or Experience        

  • Required: Two (2) years of college level business training and two (2) years of experience in a clerical or administrative position; or an equivalent combination of education and experience.
  • Preferred: A degree in business administration, management, sales, or marketing.
  • Preferred: Experience with the convention, tradeshow, sports, entertainment and/or special events industry.

 

Skills and Abilities

  • Ability to create and maintain effective working relationships with clients, patrons, team members, exhibitors and other encountered in the course of employment.
  • Work independently, exercising judgment and initiative. Work effectively under pressure and/or stringent schedule and produce accurate results.
  • Must be extremely detail orientated.
  • Ability to provide insight and suggestions pertaining to create administrative solutions to the departments.
  • Remain flexible and adjust to situations as they occur.
  • Organize and prioritize work to meet deadlines.
  • Pleasant and helpful demeanor when assisting guests, exhibitors, clients, and staff.
  • Ability to learn ABI time clock and event management software.

 

Computer Skills

  • Operate a personal computer using Windows, Word, Excel, Outlook, FileMaker Pro, PowerPoint, and other standard office equipment as well as have a basic understanding of Sales Management Software programs.

 

Other Qualifications

  • Work extended and/or irregular hours including nights, weekends, and holidays, as needed.
  • Be licensed to operate a motor vehicle in the United States.

 

Physical Demands

While performing the duties of this job, the employee is regularly required to move around the facility; to stand for long hours during events; talk and hear. This position may require work inside or outside of the building, as needed by events.

 

Note

The essential responsibilities of this position are described under the headings above.  They may be subject to change at any time due to reasonable accommodation or other reasons.  Also, this document in no way states or implies that these are the only duties to be performed by the employee occupying this position.

 

To Apply

Please include a recent copy of your resume with a cover letter and salary requirements as part of your application.

 

 

How to Apply https://asmglobal.wd1.myworkdayjobs.com/careers/job/Houston-TX/Event-Services--Sales--and-Marketing-Administrative-Assistant_R10012969

 

Only the first 150 resumes received will be considered.

 

Applicants that need reasonable accommodations to complete the application process may contact the Human Resources Department at (832) 667-1803.

 

ASM Global is an Equal Opportunity/Affirmative Action employer, and encourages Women, Minorities, Individuals with Disabilities, and protected Veterans to apply.

VEVRAA Federal Contractor.