Admin Assistant

Colorado Mesa University; United States; On-site; USD 35,000 - 50,000; Full time

Job summary

Colorado Mesa University is seeking an Administrative Assistant for Event & Hospitality Services. The role involves supporting the daily operations of a busy event management department, providing exceptional customer service, and assisting with inquiries and reservations for various events.

The ideal candidate will be organized, adaptable, and possess strong communication skills. Previous experience in administrative or customer service roles is preferred. Join us in creating welcoming experiences for guests and supporting campus events!

Qualifications

• Strong customer service and interpersonal skills.
• Highly organized with strong attention to detail.
• Ability to collaborate effectively with professional staff and guests.

Responsibilities

• Answer department phones and respond to inquiries professionally.
• Assist guests with event inquiries and reservation processes.
• Support internal groups with scheduling meetings and events.

Skills

Strong written and verbal communication skills

Customer service

Organizational skills

Multitasking ability

Problem-solving skills

Tools

Scheduling and event management software

Job description

FLSA Status: United States of America (Non-Exempt).

Position Summary

The Administrative Assistant for Event & Hospitality Services (EHS) serves as a key point of contact for both internal campus partners and external community guests. The role supports daily operations of a fast‑paced hospitality and event management department, overseeing thousands of events annually across campus. It provides exceptional customer service, assists with event inquiries and reservations, communicates pricing and policies, manages scheduling systems, and supports event coordination alongside professional staff and student crew members. The position requires strong communication skills, attention to detail, organization, adaptability, and a hospitality‑focused mindset.

Essential Duties & Responsibilities

• Answer department phones and respond to inquiries through the department email account in a professional and timely manner.
• Serve as a primary customer service contact for internal departments, student organizations, and external community guests.
• Assist guests with event inquiries, pricing information, availability, and reservation processes.
• Support internal student groups and university departments with scheduling meetings, events, and campus spaces.
• Utilize the department’s scheduling and reservation systems, including 25Live and event layout software.
• Create, update, and maintain accurate event records, notes, timelines, and layouts.
• Coordinate communication between clients, professional staff, student employees, and operational teams.
• Work closely with approximately 30 student crew members to support event operations and logistics.
• Maintain organization and accuracy while managing multiple projects and high event volume simultaneously.
• Uphold department policies, procedures, and hospitality standards.
• Provide a welcoming and solution‑oriented experience for all guests, clients, and campus partners.

Desired Skills & Qualifications

• Strong written and verbal communication skills.
• Excellent customer service and interpersonal skills.
• Highly organized with strong attention to detail.
• Ability to multitask and prioritize in a fast‑paced environment.
• Professional demeanor with a positive and adaptable attitude.
• Comfortable learning and utilizing scheduling and event management software systems.
• Ability to collaborate effectively with professional staff, student employees, and guests.
• Problem‑solving skills with the ability to remain calm under pressure.
• Previous administrative, hospitality, customer service, or event experience preferred.

Event & Hospitality Services Values

• Authentic – creating genuine and welcoming experiences for every guest.
• Service Stewardship – providing thoughtful hospitality while responsibly caring for campus spaces and resources.
• Creative – bringing innovation and flexibility to problem‑solving and guest experiences.
• Adaptable – responding positively to changing event needs and fast‑paced operations.
• Collaborative – working together across teams, departments, and campus partners.
• Transparent – communicating clearly, honestly, and professionally.
• Innovative – seeking opportunities to improve systems, processes, and guest experiences.
• Trust & Respect – building meaningful relationships through professionalism, accountability, and care.

Reasonable Accommodations

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Disclaimer

This position description is only a summary of typical functions of this seat, and not an exhaustive list of all responsibilities and areas of accountability.