Receptionist/HR Assistant

Company Information
For more than 20 years, AEG has played a pivotal role in transforming sports and live entertainment. Annually, we host more than 160 million guests, promote more than 10,000 shows and present more than 22,000 events around the world. We are committed to innovation, artistry, and community, and leverage the power of our 300+ venues, leading sports franchises, marquee music brands, integrated entertainment districts, premier ticketing platform and global sponsorship activations, to create memorable moments that give the world reason to cheer.

Our business is interwoven with the human mind and heart, and we strive to build a diverse and inclusive company that reflects the artists, athletes, and fans that we host; reach beyond traditional boundaries to support the communities in which we operate; and minimize our impact on the environment by adopting sustainable practices throughout our business operations.

If you want to be challenged to up your game and make a difference, then join us in giving the world reason to cheer!

Job Description:

The receptionist/HR assistant acts as the first point of contact for everyone that visits the CMN Chicago office. They are responsible for answering and directing incoming calls to appropriate associates. They also ensure accurate and timely distribution of mail and correspondence of communication. The position requires an understanding of clerical duties including requisition of supplies, sorting/filing, photocopying, faxing, computer skills, critical thinking, problem solving, and attention to detail. This position provides a variety of administrative duties in support of the human resources department. This role is very diverse and requires the ability to multi-task, take independent initiative, properly organize and prioritize in order to meet deadlines while managing competing priorities. The receptionist/HR assistant should display strong interpersonal skills and should always have an engaging and professional demeanor with visitors and employees.

Primary Job Responsibilities:

• Completes opening procedure: open blinds, start coffee, turn on TVs
• Greets visitors/clients as soon as they arrive and connects them with the appropriate party
• Answers the phone for CMN and MCF in a timely manner and directs screened calls to the correct offices or CMN/MCF employee
• Maintains employee and department directories for accuracy
• Understands security procedures to minimize or reduce risk; monitors the CMN employee logbook and visitor logbook, protocol for alerting the authorities, strategy to turn away unauthorized guests, etc.
• Provides callers with appropriate information about the business such as the Company address, parking instructions, the Company fax numbers, navigating the Company website, and other related information
• Receives, sorts and forward's incoming mail and packages.
• Maintains Fede's conference room calendar (physical and online)
• Coordinates pick-up and delivery of mail services (FedEx)
• Follows protocols to ensure payment of FedEx invoices
• Assists in the ordering, receiving, stocking and distribution of office and cleaning supplies
• Assist the departments and senior level employees on catering orders for meetings or events.
• Supports staff with clerical duties including but not limited to photocopying, faxing, and filing
• Directs complaints or problems to the appropriate parties
• Supports senior level employees with expense reports as needed
• Assists Vice President of Marketing and FED department with administrative tasks when needed
• Maintains a clean and organized workspace/lobby
• Maintain parking protocol to ensure that employees are in their assigned spots and visitor parking spots are available.
• Waters greenery around the office when needed
• Schedules Proshred pick-ups when needed
• Supply employees with the necessary supplies that are not kept in the supply closet (i.e. batteries, first aid supplies, etc.)
• Performs other duties as assigned

Human Resources Assistant Responsibilities:

• Provides HR support by answering questions related to Company policies and procedures
• Assists HR in all aspects of the hiring process when needed, which will include job postings, correspondence with applicants, scheduling, onboarding, and filing of paperwork
• Supports HR with internal Company events by coordinating logistics, planning, catering, setup, tear-down, etc.
• Supports the rollout of other HR department related initiatives and communications (i.e., open enrollment, incentives, policy/procedure changes, etc.)
• Audits annual Company training requirements and communicates any missing trainings to management team
• Updates monthly birthdays and anniversary dates on bulletin board
• Sends out emails with Company announcements as needed
• Distribute updated contact sheets to the CMN and MCF team in a timely matter.
• Maintains files and exercises discretion related to all confidential Company information
• Supports human resources director with screening candidates and scheduling interviews
• Creates employee folders, both digital and hard copy, and files onboarding paperwork provided by human resources director
• Communicates employee absences to management and updates the Company "out of office" calendar once PTO requests are approved and processed
• Maintains New Hire Checklist
• Performs other duties as assigned

Requirements:

• High school diploma or GED
• 1-2 years of relevant job experience or associate/bachelor's degree in communications, business, or HR (preferred)
• Excellent verbal communication
• Good telephone communication etiquette
• Organized and resourceful
• Customer-focused
• Adept at prioritizing, scheduling, and multitasking
• Ability to handle office equipment (e.g., the telephone system, printer,and the fax machine)
• Experience with SAP Concur (preferred)
• Experience with all Office/Outlook applications
• Fast and eager learner

Benefits

• Medical
• Dental
• Vision
• Life Insurance
• STD/LTD
• PTO
• Paid Holidays
• 401k Retirement Plan

PHYSICAL DEMANDS: This is a sedentary role however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand, as necessary.

AEG reserves the right to change or modify the employee's job description whether orally or in writing, at any time during the employment relationship. AEG may require an employee to perform duties outside their normal description.

Compensation Range: $19.23-$21.63