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Events Administrative Assistant
4 months ago
Job no: 494465
Work type: Casual/Temporary
Location: Los Angeles
Categories: Hourly
Title: Events Administrative Assistant - Temporary
Department: Institutional Advancement Mgmt.
Duration: 6 months
Job Summary
As part of the Engagement Events team, the Events Administrative Assistant reports to the Director of Engagement Events and works closely with the Engagement Events team by supporting event planning and preparation, focusing primarily on administrative, data, office, and event supplies tasks.
The Events Administrative Assistant is responsible for processing event and financial paperwork, tracking and managing event guest and financial data, creating and maintaining event documents and records, communicating with guests proactively and clearly with good customer service, creating and maintaining organized office spaces, office and event supplies, and event records, and helping set up for and clean-up from events. This position has a strong presence in the management of events, all of which have strategic and programmatic plans, which can range from highly active multi-event days/weekends on campus to singular campus events to events across the country. The position partners with campus colleagues and off-campus vendors to support the implementation of event logistics.
Job Duties
- 45% - Administrative Support and Accounting and Budget Support: Responsible for filling out and submitting timely credit card report forms and reimbursement forms and relevant receipts for the Engagement Events team. This includes being responsible for tracking and using correct account numbers for a variety of event codes and expense codes, understanding and providing satisfactory business purpose information on all forms, and working with members of the Engagement Events team to track and organize corresponding receipts for event and travel expenses. Responsible for tracking each event's budget and expenses, and multi-event budgets and expenses. Responsible for processing, tracking, and following up on all invoices and check requests for the Engagement Event team's work. This includes being responsible for understanding the contract and payment terms for each vendor, and tracking the progress and status for multiple vendors at any given time. Working with the Engagement Events team, ensure well-organized electronic and hard file records for events, including well-organized archival records upon the budgetary and event conclusion of each event. This includes, but is not limited to event budgets and expenses, event timelines, event signage and collateral, event briefing documents and program-related documents, setup diagrams, and event vendor contracts, W9 forms, orders, and invoices. - (Essential)
- 15% - Customer Service, Donor Stewardship, Alumni & Parent Engagement, Communications, and Data Entry: Monitor regularly, and respond promptly, professionally and proactively to all inquiries and communications received via emails, phone calls and voice messages to the shared events accounts (email, phone, voicemail) from alumni, parents, donors and members of the Board of Trustees, copying the appropriate colleagues, and updating event documents and filing contact reports as appropriate. Monitor regularly all incoming RSVPs, and quickly and proactively enter, track and update all event RSVP responses, all event data lists for event communications and database updates, and following events update all event attendee lists. - (Essential)
- 15% - Office and Event Supplies and Event Collateral: Create and keep updated inventory and organization of a wide variety of office and event supplies; order additional office and event supplies as needed; organize, clean up, and move all supplies upon arrival and before and after each event. Carry and move event supplies, and arrange for support from others when appropriate, to ensure a seamless and successful event and a well-organized event space and office space. Learn the existing processes and proactively recommend and implement when possible alternative processes to efficiently expedite the ordering and organizing of office and event supplies. Merge and print name tags and place cards for events, create and print event signage of varying sizes for events, proof read and review all materials in advance of events, and assemble, prepare, and organize all printed materials and other event supplies (check-in supplies and other event supplies and documents) to have them ready in advance of events. - (Essential)
- 10% - Support in Planning Logistics: Assist the Engagement Events team with email and phone outreach and/or follow-up to campus partners and vendors, with the scheduling of meetings and updates to calendars, and with creating drafts for event documents such as event briefings, event checklists, and event timelines and calendars. Prepare correspondence as necessary to ensure clear communication of important logistics. Assist in reviewing and proof-reading various event orders, contracts, documents and spreadsheets as needed to ensure accuracy of important details. Arrange travel as needed for the Engagement Events team and other program partners as needed. - (Essential)
- 10% - Post-Event Support: Schedule and participate in post-event meetings, and ensure that post-event files, payments, budget and expense updates, data and communications are finalized, sent and tracked. Clean up, put away, move and organize, and re-inventory and re-order as needed all supplies after each event, to ensure a well-organized event space and office space. - (Essential)
- 5% - Event Implementation: Support event setup, event cleanup and event implementation to ensure a safe and smooth event, including but not limited to setup and striking of event signage, putting event supplies in place for events and picking up event supplies from events, greeting and checking-in guests at events, checking on event setups, coordinating with campus partners and vendors, carrying and moving event supplies, arranging for support from others to move event supplies when appropriate, driving a golf cart or other vehicles as needed for transporting supplies and/or transporting guests. - (Marginal)
Minimum Qualifications
High School or equivalent.
At least two years of related work experience.
Experience working with confidential documents and sensitive information with discretion.
Excellent computer proficiency.
Excellent interpersonal skills.
Strong oral and written communications skills.
Outstanding work organization and time management skills.
Excellent attention to detail.
Must be a highly organized, motivated individual with the drive to provide the highest level of customer service to internal and external audiences.
Ability to take initiative and proactively manage deadline-driven projects.
Ability to work effectively in a fast-paced and diverse team environment with a wide range of professionals in a variety of functional roles.
Preferred Qualifications
Ability to lift and carry 10 lbs required; 20 lbs preferred
Ability to drive and comfort with driving a golf cart or other vehicles; a current valid drivers license, the history of having held a drivers license for at least the past 2 consecutive years, and either a CA drivers license or the ability and willingness to provide a CA drivers license within 30 days of employment.
Bachelor's degree.
Experience in higher education or fundraising.
EXPECTED HIRING RANGE: $18.00/hr - $20.00/hr
Advertised: 07 May 2024 Pacific Daylight Time
Applications close:
