ABOUT THE BJCC

For over 50 years, the Birmingham-Jefferson Convention Complex (BJCC) has served as a premier entertainment destination attracting a broad array of events across a diverse collection of venues. Centrally located in the heart of Birmingham, Alabama’s Uptown Entertainment District, the BJCC campus includes Legacy Arena at the BJCC, Protective Stadium, BJCC Concert Hall, over 220,000 square feet of meeting & exhibition space, and City Walk BHAM, a 31-acre public outdoor space with a dog park, pickleball courts, skate park and much more. For more information visit www.bjcc.org.

Summary/Objective
The Administrative Assistant performs diverse administrative duties often of a confidential and/or complex- nature. This position exists to support the day-to-day functions for the Sales and Marketing Department. Responsibilities include providing a variety of clerical tasks such as preparing & tracking contracts and other event documents, filing, constructing communications, compiling information for reports, and data entry.

Essential Duties/Responsibilities

Demonstrates understanding and full performance ability in each of the following:

• Assists in booking events for sales department, to include preparing & processing contracts, venue applications, and invoices.
• Leads client correspondence regarding contracts and other event-related documents.
• Accurately inputs sales related event specific details in the event document software as required.
• Handles all normal assignments within 24 hours.
• Serves as department receptionist; greets and directs area visitors to the appropriate meeting areas.
• Develops and executes verbal and written communications to assist the sales departments clerical functions.
• Answers the department’s telephone, directs/forwards calls, takes messages, screens calls, answers inquiries, etc.
• Maintains department’s budget by preparing expense reports, tracking invoices, and ensuring timely payment to all vendors.
• Processes incoming venue rental applications, including tracking and vetting references.
• Performs a variety of administrative tasks to include entering or reviewing event information into accounting system, creating spreadsheets in Excel for tracking functions, composing professional emails to C-Suite level clients and partners.
• Ability to use internal accounting system to complete a variety of tasks including, event document creation, generate billing payment requests, employee communications, view event profile/event information, etc.
• Responsible for making sure contracted events have insurance coverage and deposits are received in a timely manner.
• Retrieves and distributes mail and maintains office supplies for the department.
• Demonstrate an ability to maintain an up-to-date schedule of all conferences, meetings and events scheduled in the department.
• Positive working relationships with internal and external clients to deliver professional administration coordination.
• Organizes details of meetings, agendas, and itineraries for the department.
• Prepares a variety of reports, including, but not limited to, revenue reports, sales reports, etc. as required.
• Organizes, plans, and manages time effectively to complete assignments.
• Assists with client questions involving contracts, booking space, making changes to events, and resolving customer concerns/issues to ensure an exceptional client experience.
• Performs other duties as required.

Competencies

Accountability, Interpersonal Skills, Customer Service, Communication, Active Listening, Conflict Management, Job Knowledge, Dependability, Financial Administration, Contract Negotiations, Product Expertise, Organizational Skills and Training and Development.

Work Environment

This environment is fast paced and moderately demanding. Work is typically performed indoors, in a temperature-controlled office setting.

Physical Demands

Duties require extended periods of sitting. Limited amount of physical effort such as walking, standing, climbing, bending, stooping, squatting, and kneeling. Ability to lift up to 30lbs with or without assistance, while maintaining good balance. Must be flexible enough to reach above shoulder level and be able to push and pull for brief periods of time. Visual acuity, speech recognition, and speech clarity.

Position Type/Expected Hours of Work
This is a full-time position. Normally, Monday-Friday regular business hours.

Required Education and Experience

• Minimum of three (3) years related knowledge, experience, and skills in administrative assistance similar position, experience with creating and administrating contracts highly preferred.
• High School Diploma or G.E.D, associate or bachelor’s degree preferred.
• Valid state Driver License preferred.

Additional Eligibility Qualifications

• Knowledgeable of Business English and basic mathematical calculations.
• Capable of working independently without continuous supervision.
• Ability to understand oral and written instructions in English.
• Ability to prepare professional business communication documents including contracts and emails.
• Ability to be supervised and work cooperatively with co-workers and provide good internal and external customer service.
• Excellent oral communication, written communication, fluency in English, active listening.
• Ability to demonstrate critical thinking, time management, and deductive reasoning skills.
• Ability to coordinate, analyze, observe, make decisions, and meet deadlines in a detail-oriented manner.
• Proficient in general office equipment including but not limited to computer, telephone, copier, calculator, etc.
• Proficient in Microsoft Office software and other software, to include Outlook, PowerPoint, Word, Excel, and Teams.
• Ability to learn industry-specific software.