POSITION OVERVIEW:This position provides general administrative support to both HBSE’s Chief Financial Officer and its General Counsel (also having primary scope for the Philadelphia 76ers, New Jersey Devils and Prudential Center, among other sports and entertainment properties), including scheduling coordination, report processing, travel arrangements, communication, file management, and calendar control. The position also supports the Human Resources department (for example, in organizing and facilitating employee events) and other HBSE executives from time to time. The Executive Assistant must have the ability to multi-task in a fast paced, high-energy environment, anticipate needs and workflow, and communicate seamlessly with other executives and staff members. This position requires the ability to maintain a high level of confidentiality, judgment, and discretion due to operating in matters of sensitivity and significance.RESPONSIBILITIES INCLUDE, BUT ARE NOT LIMITED TO THE BELOW:
Exercising discretion to act as gatekeeper, including managing calendars (for both internal and external appointments), answering and filtering incoming calls and screening incoming emails and information.
Interacting regularly with other company executives and personnel, including other executive assistants.
Performing confidential administrative responsibilities, including attending meetings of the Legal and Finance departments.
Execute core financial processes, including vendor setup and payment, operational expenses, administration of bank accounts, and account reconciliations for the Finance team.
Overseeing legal billing, including intake and reconciliation.
Preparing and editing outgoing correspondence regarding matters of significance, to include email messages, letters, memos, etc.
Handling special requests, including gift purchasing, coordination of tickets to games and events, charitable giving, etc.
Creating and managing travel itineraries and expense reports.
Organizing and facilitating meetings and events, including attendees and locations.
Using various software, including word processing, spreadsheets, and presentation software to prepare reports, presentations and/or special projects
Performing other ad hoc duties as assigned.
QUALIFICATIONS:
Be able to independently and autonomously identify problems, their sources, and their potential solutions
Have a strong command of reasoned, measured decision-making
Be a strategic and critical thinker who is dynamic, detail-oriented, analytical, and well-organized
Take initiative and be forward-thinking
Maintain confidentiality and discretion, and demonstrate uncompromised judgment, when privy to sensitive or confidential information
Possess a strong research background and be an “out-of-the-box” thinker
Have well-developed interpersonal skills and the ability to relate to a wide variety of audiences, including strong communication skills and patience
Is comfortable with engaging in a variety of different communicative modes (verbal, non-verbal, and written) and being attuned to others through strong active listening skills
Must be flexible and a reliable team player, both within own department and within company as a whole
Possess a strong ability to manage one’s own time and prioritize tasks
Flexible hours required, including nights, weekends, and holidays
Prior administrative support experience in a fast-paced environment preferred
WORKING CONDITIONS:
Work Environment: This position is based in Newark, NJ. Some travel to other properties may be required as needed. Must be able to work a flexible schedule including nights, weekends, and holidays.
OUR BENEFITS:
Medical/Dental/Vision/Flexible Spending Accounts (all LGBT friendly)
Pretax Transportation Benefit
Generous parental leave policies
401K (100% up to 5% is matched, after 1 year of service)
Unlimited Paid Time Off
13 Paid Holidays
½ Day Summer Fridays
Complimentary or Discounted Sports & Concert Tickets
On Site Fitness Rooms
Other League & Partner Discounts
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, age, disability, gender identity, marital or veteran status, or any other protected class.
