About the Department

JOB SUMMARY:
The role of the Event Center Administrative Assistant is to serve as the main liaison for Event Center rental applications, reporting’s, and client relations. The Event Administrative Assistant will also assist the Event Center Manager in coordinating site visits, payments and scheduling. Additionally, the Event Center Administrative Assistant will coordinate, evaluate and supervise all events, and to create a safe and welcoming environment to all who rent the facility. The Event Center Administrative Assistant will also conduct operational and administrative details and administrative support while performing a variety of clerical tasks. The Event Center Administrative Assistant to be flexible to work nights, weekends and holidays for various events.

Supervision Received/Exercised
The Event Center Administrative Assistant will receive weekly or daily assignments from the Event Center Manager. Highly responsible administrative work in directing, planning, recording and coordinating activities and events of the Event Center.

Position Duties

Essential Duties and Responsibilities

Coordinates meetings, conferences and assists with appointments for the Event Center Manager.
Clerical duties to include answering phones, filing, labeling, and reviewing policy and procedure for event center.
Welcome and greet all guests entering the Event Center, determine nature/purpose of visit, and direct to specific destination.
Assist with bookings, payments and application process for the Event Center.
Receives and responds to correspondence.
Reconciles and processes invoices, requisitions, and purchase orders.
Responds and receives all inquiries from the public and potential clients.
Maintains and keep in order of the assignments, copy/work room/ supply cabinets, and replenishes supplies as needed, following established procedures, in conjunction with other Administrative Projects staff.
Aids in the preparation of all materials for meetings and events.
Manages event set-up, break-down, follow-ups and scheduling.
Collect rental fees and process according to Policy and Procedures.
Any other duties as assigned by the Event Center Manager and his/her designee.

Additional Duties and Responsibilities
The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position, if the work is similar, related to or a logical assignment for the position.

Minimum Qualifications

Minimum Education, Certification, and Experience Requirements
High School diploma and at least (3) three years of administrative/ receptionist experience; or an equivalent combination of training and experience. Experience in typing and other administrative/ clerical subject matters.