Overview

Under general supervision, the Administrative Assistant supports assigned department team members and/ or Executive leadership by performing general administrative duties, front desk duties, assisting in coordinating space licensing and event bookings for the facility, and preparing internal and external communications.

This role will pay an hourly rate between $15 to $18.

For PT roles: Benefits: 401(k) savings plan and 401(k) matching.

This position will remain open until November 30, 2024

Responsibilities

• Represent the facility to potential users; respond to inquiries regarding facility use and send out information and materials; assist users in finalizing booking arrangements.
• Assist in the preparation of event license agreements, addenda, and related correspondence; review documents for completeness and accuracy; follow up with facility users regarding deposits, insurance, and other related license agreement requirements.
• Update facility user contact and account information, block event space, and manage other event booking information in the computerized event booking and management system as directed.
• Create and maintain event files; distribute and reconcile all event folders and respective checklists for the department.
• Represent the department at weekly operational meetings as needed.
• Provide general administrative support including answering phones, managing correspondence, scheduling meetings, and maintaining office supplies.
• Prepare reports, presentations, and other documents as needed.
• Organize and maintain physical and digital filing systems for easy retrieval and efficient workflow.
• Coordinate travel arrangements and itineraries for management and staff when necessary.
• Handle incoming and outgoing mail and deliveries.
• Assist in planning and executing internal meetings and staff events.
• Demonstrate continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality, seamless customer service.
• Perform other duties as assigned.

Qualifications

• High School Diploma or G.E.D. Required. Some college level education preferred.
• Minimum of two (2) years of increasingly responsible experience in an administrative support position, preferably in a sales capacity at a hotel, convention center or related meeting.
• Intermediate computer skills
• Proficient in Microsoft Office applications.
• Additional years of experience may be substituted for formal education.
• Ability to communicate clearly, accurately and concisely in the English language, both orally and in writing, type at a speed necessary for successful job.
• Ability to prioritize work and effectively resolve workload issues.
• Learn and understand the operation of a convention center and apply that knowledge to continually improve.