OFFICE MANAGER
Trilith LIVE is seeking an accomplished professional to join the team as Office Manager. Supporting the General Manager and the leadership team, the Office Manager is responsible for providing a broad range of tasks and responsibilities associated with the proper operation of the day-to-day office activities. Plans, coordinates, and performs administrative activities to carry out the duties of the office to include maintaining organizational systems, assisting with board meeting correspondence, developing reports and presentations, supporting internal and external needs, and assisting with special projects.
Located in the vibrant Atlanta Metro area, Trilith LIVE is designed to host concerts, rehearsals, live audience productions, conventions, corporate meetings, performing arts, tradeshows, exhibitions, special events, and so much more! Spanning 530,000 square feet, Trilith LIVE features a 2,400-seat theater, 50,000 square feet of sound stages, multi-purpose meeting rooms, support space, dressing rooms, green rooms, production offices, suites, wardrobe, audience holding areas, outdoor plaza areas, full-service catering and concessions, box office, and a 730-space parking deck.
RESPONSIBILITIES
• Keeps the mission, vision and values of Trilith Live at the forefront of decision making and action; builds strategic and collaborative relationships and interacts with others in a way that builds confidence and trust; provides excellent customer service by taking action to accomplish objectives, maintains high levels of work and productivity by generating innovative solutions to work situations.
• Assist with the preparation of contracts, agreements, and other documents.
• Perform general administrative and office support tasks.
• Prepares and distributes board meeting agendas, takes detailed minutes, and ensures accurate records are maintained.
• Manages and coordinates administrative workflow; applies specific knowledge of policies and procedures to organize office work.
• Manages assigned special projects for programs and functions; researches and compiles a variety of informational material from external and internal sources into narrative and statistical reports for special projects, community issues and organizational functions.
• Manages appointment calendars and schedules appointments for the General Manager
• Receives calls and other requests for assistance for information from the General Manager. Determines the caller’s needs and, often, independently directs and advises the caller.
• Organize travel arrangements for the General Manager and leadership team.
• Review and reconcile Expense/Reimbursement Reports.
• Manage, compile, analyze, and exchange information for the leadership team.
• Manage office systems and processes and serve as lead office communicator to ensure compliance.
• Interface with external clients and guests.
• Manage confidential and sensitive information with the utmost discretion and professionalism.
• Maintain and update files, documents, and databases, ensuring all records are accurate and up to date.
• Coordinate and track deadlines, ensuring timely submission of documents and other deliverables.
• Anticipate the needs of the General Manager and leadership team, proactively identifying opportunities to streamline processes and improve efficiency within the team.
• Collaborate with other Trilith departments and divisions to support broader business objectives.
• Opens, prioritizes, and processes mail.
• Handles Notary Public duties.
• Provides box office support during major events.
• Assists with ordering and maintaining office supplies.
• Performs other duties as required or assigned.
• May be required to work after hours, including holidays and weekends.
QUALIFICATIONS
Associate’s degree in business administration or related field required; and minimum of three (4) years of experience as an administrative assistant, preferably within the hospitality industry or similar fast-paced office environment. A comparable amount of training, education or experience may be substituted for the minimum qualifications.
• Proficient with Microsoft Office software applications including Outlook, Excel, PowerPoint, Word, and other office software including automated calendaring, and internet software, with a strong emphasis on document management.
• Excellent organizational and follow-through skills with strong attention to detail.
• Experience in office environment practices and procedures.
• Experience managing office equipment contracts and vendors.
• Proven ability to handle confidential and sensitive information with discretion.
• Highly organized; ability to multi-task
• Skill and experience in writing professional reports and correspondence from brief instructions.
• Skill in professional standards for writing, spelling, grammar, and punctuation.
• Skill in customer service standards and protocols.
• Excellent verbal communication skills, with the ability to interact effectively with community leaders, clients, and external partners.
• Ability to prioritize effectively, and work under pressure to meet deadlines.
• Ability to anticipate needs, think critically, and solve problems efficiently.
• Ability to hold a notary license in the State of Georgia.
PHYSICAL DEMANDS/WORK ENVIRONMENT
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this Job, the employee is regularly required to sit, talk, hear, walk, stand, stoop, kneel, use fingers and hands with dexterity, feel and reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus. The noise level in the work environment is usually low to moderate.
Trilith LIVE is an Equal Opportunity/Affirmative Action employer, and encourages Women, Minorities, Individuals with Disabilities, and protected Veterans to apply.
