Executive Assistant

Ford Field Management and the Detroit Lions currently need a Executive Assistant.  It will be based out of the Ford Field stadium located in Downtown Detroit. 

ABOUT THE ROLE: 

This role is responsible for supporting multiple senior leaders across communications, marketing, and the people team. This role is responsible for managing high level, confidential, administrative, operational, and personal matters. The Executive Assistant will be expected to learn and maintain considerable knowledge of organizational structure, operations, services, goals, and key personnel.  

The Executive Assistant will work independently to review, problem solve, organize workflow, and prioritize operational activities for the executives. This includes managing executive schedules; prioritizing and handling correspondence; and will include basic operational staff duties and working across departments.  

The Executive Assistant must be a pro-active self-starter who anticipates needs and expectations and initiates follow-up on pending matters without being asked. Also, must possess significant office experience in similar roles necessary to determine appropriate methods to follow and to use independent judgment as to when to deviate from a standard course of action to achieve desired end results. 

ESSENTIAL FUNCTIONS:

The Executive Assistant position will have daily responsibilities including, without limitation, the following:

• Manages the Executive’s complex calendars with confidence.  Exercising independent judgment, schedules multiple and conflicting appointments and meetings. Coordinates conference arrangements and logistical services.  Prepares and distributes itineraries and related materials.
• Performs high level word-processing, typing, and editing of correspondence, prepares agendas, narrative documents, and reports.  Assists Executives in meeting preparation.
• Answers phones, screens, and responds to calls; takes messages.
• Prepares outgoing mail and packages for shipment and coordinates shipping, handling, and delivery in a timely fashion.
• Provides administrative assistance to the Community Relations, Marketing and people team departments which will include maintaining files and filing systems as well as processing check requests
• Work with the marketing, communications, and people teams to help run the employee travel and entertainment system (Concur). 
• Coordinates all administrative details for visitors, including greeting and escorting all scheduled visitors, coordinating conference rooms, food and beverages, calendar requests, conference rooms, A/V, travel, and other activities as needed.  Monitor status of all visitors while on-site
• Participates in and assists community, marketing, and people team staffs with ad-hoc special projects.
• Orders, monitors, and maintains office equipment and supplies. 
• Assists with department duties including departmental budget tracking, invoice assistance, and event support

NONESSENTIAL FUNCTIONS:

• Will maintain an appropriate level of knowledge of Microsoft Office, web tools, and other software being used
• Maintains a working knowledge of applicable policies and procedures, to ensure adherence in a manner that reflects honest, ethical and professional behavior.
• Maintains professionalism when communicating with internal and external contacts
• Must be accurate and efficient with ability to meet deadlines
• Must be detail oriented with strong organizational skills
• The ability to gather and analyze information skillfully and develop solutions quickly and effectively
• Will adjust work schedule to meet departmental demands
• Will keep appropriate information confidential
• Will accept other responsibilities and duties required by the supervisor consistent with the objectives and essential functions of this position.  Such responsibilities shall be incorporated into the position description if they are ongoing

WHAT WE’RE LOOKING FOR:

• Associates degree or Undergraduate degree from an accredited college or university strongly preferred.  High school graduate with coursework and specialized training in administrative science and/or business office procedures is required.
• Demonstrated ability to adhere to, understand and articulate internal operations, services, goals, project timetables, guidelines and policies.
• At least five years’ experience working with Microsoft product suite (MS Word, Excel, Power Point, and Outlook); extensive knowledge and experience with electronic mail and calendaring system.  
• Ability to utilize and maintain standard office equipment, e.g., copier, fax, printer, shredder, phone system, computer, etc.
• Demonstrated ability to work independently, without formal instruction and to adapt quickly to competing priorities, conflicting deadlines and unexpected assignments.
• Ability to resolve problems and exercise judgment and initiative in achieving end results and maximizing outcomes.
• Ability to plan, organize and accomplish assignments accurately and efficiently with a high degree of professionalism to garner credibility and confidence.
• Strong interpersonal communication skills and professional telephone etiquette skills.
• Exceptional verbal and professional written communication skills, using discretion and sound judgment in handling confidential and sensitive information and materials.
• Analytical and problem-solving skills in order to research, compile and analyze data from multiple sources with an understanding and ability to perform mathematical computations.
• Previous experience in a professional sports or entertainment venue preferred.
• Will adjust schedule as needed to meet work goals and time constraints.
• May require work out of both the Ford Field Management Office and the Allen Park Training Facility.
• A valid Driver’s License and a good driving record

BENEFITS WE OFFER:

• Top Tier Healthcare Coverage
• 100% Paid Premium for Disability and Employee Life Insurance Coverage
• Health and Dependent Care FSA
• Paid Time Off & 13 Holidays
• Summer Hours
• Free Virtual Fitness Classes
• Enhanced Employee Assistances Programs
• Exclusive Discounts
• Volunteer Opportunities
• Free On-Site Parking
• Tuition Reimbursement
• Cell Phone Stipend
• Company-Wide Events