To assist the Director of Security and Director of Building Operations in all daily tasks as well as the employees within each department as needed.
Primary (Essential) Duties:
1. Responsible for payroll and scheduling of full-time and part-time employees in security operations.
2. Handle daily administrative tasks such as phones, mail, invoices, etc.
3. Manage all incoming invoices and record keeping of accounting information.
4. Maintain relationships with D-backs vendors and suppliers.
5. Responsible for managing Certificates of Insurance that Chase Field has on file.
6. Be the liaison between the D-backs and insurance carrier for any and all claims that arise.
7. Perform scheduling for the lifeguards crew.
8. Assist HR with issuing badges for employees.
9. Assist with pre-season room inspections.
10. Coordinate key requests and World Series Trophy requests.
• Assist as needed with budget projections
Knowledge, Skills and/or Abilities:
• Proficient in the following: Microsoft Word, Excel, Outlook and PowerPoint
• Excellent organizational and time management skills
• Proper email and letter-writing etiquette
• Ability to work individually or in a group setting
• Implement insurance policies and appropriate protocol for potential claims
• Interact with all types of personalities
• Proficient in Risk Management claims
• Proficient in Certificates of Insurance
• Payroll programs
• Type up to 60 words per minute
• Bachelors in Office Management or Administrative Assistant, preferred
• 2-3 years’ experience as an Administrative Assistant
Working Conditions and Physical Demands:
While performing the duties of this job, the employee must be able to:
• Exert up to 10 pounds of force occasionally to lift, carry, push, pull or otherwise move objects
• Operate a motor vehicle or company cart
Administration/General Management: Human Resources Generalist
HR Coordinator - Chicago Cubs (Chicago, IL)
The Chicago Cubs are looking for a talented HR generalist to support the human resources department and to administer HR related processes, programs, policies and procedures. The HR Coordinator will support a variety of client groups including, full-time, part-time, seasonal and contract staff.
Execute general administrative tasks and functions for the HR department (file/document creation and maintenance, unemployment claims, job description maintenance, employment verifications, HRIS data entry, EEO reporting).
Prepare and maintain records per regulatory and legal standards and provide support and data for HR reporting and audits.
Collaborate with stakeholders to create, update and maintain policies, handbooks, and other documentation.
Assist in administration of benefits, wellness, incentive, and rewards programs.
Assist with the talent acquisition process (posting jobs, reviewing resumes, screening, interviewing and evaluating candidates, conducting reference checks, and coordinating background checks and pre-employment testing). Process unsolicited resume and employment inquiries and to maintain general resume files for department use.
Support new associates through involvement with onboarding, orientation, and completing documentation.
Help prepare and administer both internal and external training initiatives including the facilitation of content creation, materials creation, and space and time scheduling.
Assist with associate satisfaction surveys including delivery, data compilation and analysis, and preparing materials for senior leadership review.
Provide support in preparation for spring training HR initiatives.
Provide administrative support for organizational meetings and committees.
Respond to inquiries from managers, staff or others within the organization, or direct them to the appropriate HR staff.
Maintain an awareness of HR best practices through ongoing professional development.
Provide on-demand support to key client groups and assist the HR team in special projects.
Bachelor’s Degree in Human Resources, Business, or related field.
1-2 years of experience in an HR function
Demonstrated ability to identify and resolve problems while maintaining professionalism and confidentiality.
Demonstrated ability to tolerate stress and be adaptable, flexible, persistent, versatile and handle multiple projects and re-prioritizations.
Demonstrated ability to interact at all levels of the company and with external parties in a professional manner maintaining effective communication, both written and spoken.
Strong organizational skills across both a team and individual setting.
Demonstrated skill with Microsoft products (Outlook, Word, Excel, and PowerPoint).
A desire to work in a fast-paced HR department.
Demonstrated experience with HRIS and ATS systems (Ultipro, Taleo, etc).
Possession of or progression toward PHR or SHRM-CP certification.
The Chicago Cubs are an Equal Opportunity Employer
Executive Assistant, Finance and Strategy - Chicago Cubs (Chicago, IL)
The Executive Assistant to SVPs – CFO, Strategy & Development provides administrative support and office management for two senior executive leaders. This role also provides scheduling, organization, and coordination of meetings and events pursuant to business relationships including Cubs banking partners and other key stakeholders.
Provide organizational and administrative support to SVP – Strategy & Development and SVP – CFO including correspondence, phone screening, filing, corporate organization, expense tracking and processing, ticket orders and maintaining calendars.
Coordinate, schedule and support events, meetings, entertainment activities, and logistics – including scheduling appropriate facilities – for all Cubs banking partner meetings and any additional stakeholder meetings.
Act as day-of-event point of contact for all stakeholder meetings to ensure seamless execution/delivery of objectives and as day-of-game liaison for all ballpark visits by stakeholder groups.
Establish strong working relationships with management and Associates throughout the organization.
Assist in the transactional management of departmental budget and expense monitoring as needed.
Assist other members of the Finance & Accounting and Strategy & Development teams on business-related activity as requested.
A four-year undergraduate degree from an accredited university (four year degree may be substituted for 6 years of relevant experience).
2 years experience working with executive management.
Demonstrated interpersonal and team building skills among all organizational levels.
Demonstrated fluency on Microsoft Word, Outlook, Excel and Power Point.
Demonstrated communication and writing skills.
Demonstrated ability to work in an organized manner and manage time efficiently and effectively.
Demonstrated ability to maintain confidentiality.
Ability to work non-standard hours, including nights, weekends, game days and travel (min. twice per year).
Prior experience working in the financial services sector.
Problem solving and on-the-spot troubleshooting expertise.
Poise and professional presence.
The Chicago Cubs are an Equal Opportunity Employer
Job Purpose: This position provides and coordinates administrative and secretarial support for the COO.
Essential Duties and Responsibilities:
Schedule and organize business and personal meetings which includes the management of the COO’s calendar.
Perform general office duties including typing; copying and filing correspondence, memos, letters, etc.
Read Executive e-mails and prepare daily Executive folder.
Screen incoming calls and correspondence and respond independently when possible by drafting written responses or replies by phone or e-mail as necessary.
Type general correspondences, memos, charts, tables, graphs, business plans, etc. and proofread copy for spelling, grammar and layout while making appropriate changes. Responsible for accuracy and clarity of final copy.
Create and maintain filing.
Prepare travel documents including detailed itineraries, travel reimbursements and the documentation of corporate credit card expenses.
Act as a liaison with other departments to the executive office and outside agencies.
Sort and distribute mail.
Answer routine inquiries to both internal and external customers using discretion, professionalism and exceptional customer service. This includes greeting general public in person and on the telephone as well as providing general information, answering questions, directing individuals to appropriate parties as necessary and accepting complaints then taking appropriate corrective action.
Order and maintain adequate inventory of office equipment and supplies for executive office.
Attend weekly and monthly Business Operations meetings and record minutes for both.
Coordinate charity donations and requests received through the COO office.
Perform other related duties, as required by the COO, which may change periodically.
Experience, Education and Licensure:
Bachelor’s degree preferred.
Two to three years’ experience as a project manager, Executive Administrative Assistant or equivalent required.
Knowledge, Skills, and Abilities:
Attention to detail and organizational skills such as typing, filing and scheduling are paramount to this position.
Must be able to perform duties such as financial record keeping, coordination of meetings and conferences, obtaining supplies and managing special projects.
Must have high level of interpersonal skills to handle sensitive and confidential situations and information. Position continually requires demonstrated poise, tact and diplomacy.
Strong teamwork and relationship management skills; work effectively with all personalities.
Must be able to interact with a diverse group of important external callers.
Ability to be flexible and resourceful in response to changing priorities and needs.
Independent judgment is required to plan, prioritize and organize a diversified workload.
Work requires an extensive knowledge of business and an excellent command of the English language.
Must have knowledge of office administrative procedures and knowledge of use and operation of standard office equipment.
Must have knowledge of a variety of computer software applications including, but not limited to, Microsoft Office Suite, with emphasis in word processing, spreadsheets, database, Outlook and presentation software.
Some analytical ability is required in order to gather and summarize data for reports, find solutions to various administrative problems and prioritize work.
Work requires continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.
Work is normally performed in a typical interior/office work environment however employee may have “game-day” responsibilities where the employee may be exposed to weather conditions prevalent at the time.
Hours may include nights, weekends and holidays.
Adhere to Company organization policies and procedures
Act as a role model within and outside the organization
Performs duties as workload necessitates
Demonstrate flexible and efficient time management and ability to prioritize workload
Meet department productivity standards
The statements herein are intended to describe the general nature and level of work being performed by the employee in this position. The above description is only a summary of the typical functions of the job, not an exhaustive or comprehensive list of all possible job responsibilities, tasks, and duties. Additional duties, as assigned, may become part of the job function. The duties listed above is, therefore, a partial representation not intended to be an exhaustive list of all responsibilities, duties, and skills required of a person in this position.
Equal Opportunity Employer
When you apply for this job online, you will be required to answer the following questions:
1. Do you have two to three years’ experience as a project manager, Executive Administrative Assistant or equivalent?
2. Describe your experience.
3. Do you have experience using Microsoft Office Suite, with emphasis in word processing, spreadsheets, database, Outlook and presentation software?
4. Decribe your experience with Microsoft Office Suite.
This position will manage and provide strategic oversight for all Human Resource programs and policies for the Club, including recruitment, employee training, compensation and benefits, payroll, professional development, performance management and employee relations.
This person will work with Senior Leadership to develop organizational HR strategy and ensure that those strategies are in line with and support the overall goals and values of the Club. The Director of Human Resources will also serve as a partner to all Senior Management and employees regarding all HR related matters, including Club specific policies and procedures and federal, state and local labor and employment law related questions. The Director of HR will also provide leadership to a team of HR professionals and will define the goals, objectives and priorities for that team. The position also serves as a liaison with Major League Baseball as necessary to implement and manage league-wide policies and procedures.
The structure and organization of a Professional Baseball Club is different than nearly any other business, and a thorough understanding of the various layers of the Club’s business is essential to providing top-notch leadership and service to the Club’s employees. Strong Communication skills, the ability to think critically, and a track record of working successfully with multiple departments and business units are critical to success in this role.
With senior leadership, develop and implement all HR policies, strategies, goals and objectives.
Oversee and manage all HR personnel and activities.
Provide guidance and support to Senior Management on all employee relations and performance issues and questions regarding Club policies and procedures.
With senior leadership, create, supervise, and implement training and development curriculum for the entire organization, including Florida Operations and Dominican Academy.
Develop and implement employee benefits programs (including health insurance, life insurance, dental insurance, LTD, Pension, 401K and other various benefits) and oversee management of those programs.
Oversee Workers Compensation, unemployment compensation and other employment- related programs.
Oversee organizational recruiting strategies, talent acquisition procedures, and onboarding process.
With senior leadership, develop and manage organizational hiring and retention policies and programs that create and foster a diverse and talented workforce.
With senior leadership, develop and manage organizational succession planning.
Oversee development of and revisions to all job descriptions including exempt/nonexempt status.
Ensure consistent application and execution of Club policies in hiring, termination and discipline of all employees.
Manage and enforce employment policies and, with the General Counsel, investigate potential violations of such policies.
With senior leadership, develop organizational compensation structure and review for consistency; develop and recommend bonus structures as required.
Maintain knowledge and understanding of all applicable regulations, legal trends, current practices, new developments, and applicable laws regarding human resources and Major League Baseball.
Oversee all leave processes in compliance with FMLA; manage benefits eligibility under Affordable Care Act.
Liaison with both Major League Baseball and the Nutting Company on human resource and employment matters.
Assist in the development and management of an employee communication system for timely and effective distribution of information to employees.
Accountable for setting standards for successful HR service delivery.
All other duties as assigned.
Collaborate and communicate with all areas of the Pirates front office.
Oversee internship programs.
Manage and coordinate Social Team functions.
Bachelor’s Degree in Human Resources, Business Administration or equivalent.
Minimum of 5 years’ experience in HR Management.
Minimum of 2-3 years’ experience in training, benefits and employee relations or equivalent.
Knowledge of Microsoft Office Applications (Word, Excel, Outlook, Power Point, Access).
Professional Certification (PHR or SPHR) highly desired.
Master’s Degree in Human Resources or related field preferred.
Knowledge/Experience working with HRIS Software Packages preferred.
Communicate with Levy Restaurants to ensure food order has been received, understood and can be executed in the space that has been booked.
Other duties as assigned.
Minimum Education and Experience Requirements
Bachelor’s Degree in Business Administration, Hospitality, Communications, or other related field
Minimum of 2 years administrative experience
Prior experience in corporate, entertainment and social event management and planning preferred.
Knowledge, Skills, and Abilities necessary to perform essential functions
Demonstrated ability to assist in the coordination of a wide variety of public and private events.
Demonstrated ability to be resourceful and dependable.
Must have excellent oral and written communication skills as well as excellent interpersonal skills.
Must be highly organized and detailed oriented.
Proven ability to effectively collaborate with internal team, cross-functional team, and external parties.
Knowledge and proficiency in Internet communications technologies, (e-mail, Web, blogs, etc.) and MS Office applications (Outlook, Excel, Word, PowerPoint).
Office: Working conditions are normal for an office environment. Work will require weekend and/or evening work.
When you apply for this job online, you will be required to answer the following questions:
1. Yes/ No. Do you live in DC, Maryland, or Virginia?
2. Yes/ No. Do you have a bachelor's degree in Business Administration, Hospitality, Communications, or other related field?
3. Yes/ No. Do you have two years of administrative experience? If so, please explain.
4. Yes/No. Do you have prior experience in corporate, entertainment and social event management and planning? If yes, please explain.