What are the responsibilities and job description for the Administrative Assistant (Consignment) position at Barrett-Jackson Auction Company?
Job Title: Administrative Assistant
Department: Consignment
Reports to: VP, Consignment
Position Purpose
Responsible for handling administrative assistant duties for the Office of the Vice President of Consignment for Barrett-Jackson. Ensure that the office operates in an efficient and effective manner by supporting calendar management, receiving high volume of phone calls, making travel arrangements, handling or arranging errands, and supporting other projects as needed. The Administrative Assistant must possess exceptional verbal and written communication skills, tact, and diplomacy, above average time management skills, and be always professional.
Key Responsibilities
Qualifications
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 accommodations may be made to enable individuals with disabilities to perform the essential functions.
Culture
Barrett-Jackson's culture is live and in-person. Team members are in the office 5 days per week, 8am to 5pm at the Scottsdale, AZ headquarters. During live events the company largely travels together to produce and ensure each event is a success. This requires weekend work and long hours.
Department: Consignment
Reports to: VP, Consignment
Position Purpose
Responsible for handling administrative assistant duties for the Office of the Vice President of Consignment for Barrett-Jackson. Ensure that the office operates in an efficient and effective manner by supporting calendar management, receiving high volume of phone calls, making travel arrangements, handling or arranging errands, and supporting other projects as needed. The Administrative Assistant must possess exceptional verbal and written communication skills, tact, and diplomacy, above average time management skills, and be always professional.
Key Responsibilities
- Manage day to day schedule and calendar for the office of the Vice President of Consignment.
- Assist with daily tasks and projects as needed.
- Coordinate travel arrangements for the Vice President of Consignment.
- Monitor meeting requests and schedule accordingly
- Collaborate with team members to create a smooth workflow and meet deadlines
- Follow up on action items in timely manner
- Prepare necessary business correspondence including emails, letters, thank you notes, invitations, etc.; perform word processing of confidential documents
- Perform errands as needed
- Travel as required
- Develop and maintain an effective filing system
- Transcribe materials as needed
Qualifications
- Comfortable working in an entrepreneurial atmosphere
- Must be extremely organized and able to multitask, coordinating several different projects at the same time
- Advanced computer skills in Microsoft Teams, Excel, Word Outlook, and PowerPoint
- Proven ability to remain flexible in the work environment and manage multiple priorities under time constraints in a fast-paced environment, with a strong attention to detail
- Exceptional oral and written communication skills
- Highest degree of confidentiality, tact and diplomacy required
- Ability to be pro-active and detail-oriented: must work successfully under pressure and handle all situations with the highest degree of professionalism
- Ability to work independently and as part of a team
- Levelheaded decision-making abilities
- Ability to work under high demands and expectations
- Ability to work non-traditional hours during peak season
- Maintain professionalism, including phone etiquette, manners, appearance, attitude
- Analyze problems and help with solutions
- Bachelors' degree and strong academic credential preferred
- Minimum 3 years' experience in support position to Vice President-level personnel
- Live event, sports and/or entertainment experience preferred
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 accommodations may be made to enable individuals with disabilities to perform the essential functions.
Culture
Barrett-Jackson's culture is live and in-person. Team members are in the office 5 days per week, 8am to 5pm at the Scottsdale, AZ headquarters. During live events the company largely travels together to produce and ensure each event is a success. This requires weekend work and long hours.