Administrative Assistant to the Chief Commercial Officer

Description

JOB SUMMARY:

The Administrative Assistant to the Chief Commercial Officer (CCO) plays a vital operational support role within Smith Entertainment Group. This individual must be well-versed in all commercial revenue streams across SEG, working cohesively alongside Corporate Partnerships, Premium Sales & Services, and Memberships departments.

This role places a heavy emphasis on high-level calendar management, meticulous meeting preparation, thorough post-meeting documentation, and complex travel coordination. The ideal candidate anticipates executive needs by preparing agendas and distributing key talking points days in advance, driving accountability through postmortem notes, and seamless alignment with macro-level SEG leadership for executive trips, initiatives, and events. Operating with absolute discretion, this assistant safeguards confidential information while playing a key role in supporting employee well-being and coordinating team milestone celebrations across the CCO's organization.

DUTIES & RESPONSIBILITIES:

Executive Calendar, Agenda & Meeting Management

• Oversee and optimize high-level calendars for the Chief Commercial Officer, efficiently coordinating meeting spaces, times, logistics, and invitee lists across internal departments and external partners.
• Prepare, organize, and set meeting agendas, ensuring all participants are aligned prior to discussions.
• Proactively compile and distribute meeting talking points, pre-read materials, and background context days in advance to ensure thorough preparation for all attendees.
• Attend key meetings to capture detailed notes, actionable takeaways, and facilitate structured postmortem summaries for meetings, key events, and milestone initiatives.
• Track action items following meetings and follow up with team members to ensure prompt execution.
• Maintain strict confidentiality regarding sensitive materials, proprietary business data, and strategic executive conversations.

Travel Coordination & Executive Leadership Alignment

• Coordinate comprehensive travel arrangements (flights, lodging, ground transportation, and detailed itineraries) for the CCO.
• Support travel coordination for other leadership-level team members as needed, aligning seamless logistics with macro-level SEG leadership initiatives, C-Suite trips, corporate events, and off-sites. 

Cross-Departmental Collaboration & Team Support

• Serve as a seamless connector across Corporate Partnerships, Premium, and Memberships, fostering cohesive communication and operational alignment across SEG sister properties.
• Actively contribute to the well-being and positive culture of all employees under the CCO, helping maintain a supportive work environment.
• Plan, schedule, and coordinate team milestone celebrations, achievements, and employee recognition events.

Internal Administration & Operational Support

• Manage internal administrative budget needs and supplies for the CCO’s immediate office.
• Coordinate, order, track, and manage the distribution of internal team or client gifting items.

COMPETENCIES:

• Builds Relationships – Thrives in developing new relationships with businesses and individuals in traditional, creative and innovative ways.
• Team Mentality – Cares about the success of teammates as much as their own and demonstrates it through their actions.
• Customer Focus – Builds strong customer relationships and delivers customer-centric solutions.
• Decision Quality – Makes good and timely decisions that keep the organization moving forward.

QUALIFICATIONS:

• Experience: 3+ years as an Executive Assistant, High-Level Administrative Assistant, or Office Manager (experience in sports, entertainment, or revenue operations preferred). Associate’s or Bachelor’s degree in Business Administration, Communications, or a related field.
• Software Proficiency: Advanced proficiency in Google Workspace (Google Suite)—including Gmail, Google Calendar, Google Docs, Google Sheets, Google Slides, and Google Drive—with an ability to quickly master company-specific software.
• Meeting & Spatial Management: Demonstrated capability in calendar management and familiarity with facility scheduling across multiple campus footprint locations.
• Travel & Event Coordination: Proven experience organizing complex executive travel itineraries and interfacing with high-level C-Suite leaders for joint events and travel.
• Meeting & Content Preparation: Exceptional skill in agenda setting, briefing document creation, note-taking, and drafting comprehensive postmortem summaries.
• Commercial Knowledge: High familiarity with revenue operations, sales, marketing, corporate partnerships, and membership environments.
• Confidentiality & Discretion: Proven track record of handling sensitive, high-level executive discussions and proprietary commercial information with complete confidentiality.
• Organization & Detail: Flawless attention to detail, time management, multi-tasking, and project tracking abilities.
• Proactive Problem Solver: High degree of initiative—capable of anticipating schedule conflicts, preparing materials well in advance, and operating independently without direct supervision.
• Interpersonal & Communication: Warm, highly professional demeanor with outstanding written and verbal communication skills across all organizational levels.

PHYSICAL DEMANDS:

• This person must be able to communicate and express themselves both written and verbally.
• This person must be able to observe, inspect, estimate and assess.
• This person must be able to sit, stand, bend, walk, and climb stairs for long periods of time.
• This person must be able to lift 20 lbs.

Smith Entertainment Group provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.

Note: The need may arise to revise, supplement, or rescind portions of this job description, and Smith Entertainment Group reserves the right to do so at any time. Employees shall be required to meet the qualifications and perform the duties of any revised job description.