Administrative Assistant, (full-time)

Be part of the team behind some of the Upstate's most exciting live entertainment experiences! Greenville Arena District, home of Bon Secours Wellness Arena, is seeking an organized, resourceful, and detail-oriented Administrative Assistant to support the people and operations that keep our organization running smoothly.

This position plays an important role in supporting departments across the organization, coordinating administrative activities, maintaining records, and assisting with Board administration and daily office operations. We're looking for someone who enjoys working with people, is comfortable with technology, takes pride in staying organized, and thrives in a collaborative, fast-paced environment where no two days are quite the same.

Responsibilities

Administrative and Organizational Support

• Provide administrative support across departments, including correspondence, document preparation, reports, presentations, scheduling, and other assigned activities.
• Assist with coordinating administrative projects involving multiple departments, including gathering information, tracking deadlines, and following up on outstanding items.
• Coordinate daily office activities, including meeting and conference rooms, office supplies, mail, deliveries, and shared office resources.
• Serve as a central point of contact for visitors and general inquiries, greeting guests, screening calls, and directing requests to the appropriate staff.
• Assist with administrative and logistical arrangements for internal meetings, employee activities, and organizational functions.
• Identify opportunities to improve office organization and efficiency and share recommendations with appropriate staff.
• Assist with updating administrative procedures and implementing approved process improvements.

Records Management:

• Coordinate administrative processing of contracts and agreements, including routing documents, obtaining authorized signatures, maintaining executed agreements, and tracking key dates.
• Maintain organized electronic and physical files, including contracts, agreements, and official District records, in accordance with established procedures.
• Monitor assigned tracking systems and notify appropriate staff of upcoming deadlines or missing documentation.
• Support consistent document organization and recordkeeping practices across departments.
• Maintain shared electronic files, forms, templates, calendars, and other administrative resources.

Board Liaison:

• Coordinate Board Meetings and Committee Meetings (agenda development, meeting notices, attendance tracking, and meeting material preparation).
• Attend Board Meetings and prepare meeting minutes in a timely and accurate manner. Publish and communicate minutes in accordance with public meeting laws.
• Develop relationships with Board Members and often act as the first point of contact for the Board’s general queries
• Ensure Greenville Arena District website is up-to-date with Board Member bios, meetings, agendas, and notices.

• Associate degree in business administration, office administration, or a related field, or an equivalent combination of education and additional relevant work experience.
• Two or more years of administrative, clerical, office support, or related professional experience.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) required
• Strong organizational skills, attention to detail, and ability to maintain accurate records and documentation.
• Must possess a high degree of professionalism, and discretion, and exercise good judgment
• Strong interpersonal and customer service skills with the ability to interact professionally with employees, Board members, vendors, guests, and the public.
• Ability to manage multiple tasks and prioritize while remaining highly organized.
• Ability to thrive in a fast-paced, dynamic environment and work collaboratively across teams, stakeholders, board members, and officials.
• Ability to maintain confidentiality and handle sensitive organizational information appropriately.
• Ability to work occasional evenings and events based on business needs.

Preferred Qualifications:

• Experience in live sports, entertainment, event venues, or a related industry.
• Familiarity with the Upstate South Carolina community and local business environment.

Greenville Arena District actively fosters a diverse and inclusive working environment and is an equal opportunity employer. Qualified men and women from all racial, ethnic, or other minority groups, protected veterans, and individuals with disabilities are strongly encouraged to apply.

Employees are eligible for SC State Health benefits,

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (401k, IRA)
• Life Insurance (Basic, Voluntary & AD&D)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Short Term & Long Term Disability
• Training & Development

Greenville Arena District is committed to the full inclusion of all qualified individuals. As part of this commitment, Greenville Arena District will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact 864-241-3800.