Administrative Assistant for Events (28 hrs/wk)

Southern Seminary; Louisville (KY); On-site; USD 36,000 - 48,000; Full time

Job summary

Southern Seminary is seeking an Administrative Assistant for Events to provide comprehensive administrative support to the Event Productions and Event Technology Offices, including budgeting, billing, communications, and event facilitation across campus.

The role requires a high school diploma (Some college preferred) and at least two years of administrative experience with budget responsibilities; EMS/Jenzabar experience is a plus. Occasional long hours for events may be required.

Qualifications

• High school diploma or GED; some college experience preferred.
• At least two years of administrative experience with budget and financial responsibilities preferred.
• Experience with office communications and documentation is required.

Responsibilities

• Serve as first point of contact to guests and answer inquiries.
• Manage Event Productions email and phones.
• Provide office support including internal and external communications, document preparation and editing, duplication, and other administrative tasks.
• Handle external and internal billing processes, including monthly reconciliations.
• Assist with budgeting for specific events.
• Act as main liaison between Events and Accounting.

Skills

Interpersonal communication

Budget management

Administrative support

Event coordination

Customer service

Education

High school diploma or GED

Some college experience

Tools

EMS (Event Management System)

Jenzabar

Job description

JOB SUMMARY:

The Administrative Assistant for Events provides daily administrative support for the Event Productions & Event Technology Offices including business and financial support and assists with the management and facilitation of internal events.

ESSENTIAL JOB FUNCTIONS:

The employee in this position will have the following essential job functions:

• Is the first point of contact to the office and is able to answer inquiries from guests
• Manage Event Productions email and phones
• Provide office support for Event Productions including internal and external communications, document preparation and editing, duplication, and other administrative support tasks
• Manages external and internal billing processes, including monthly reconciliations
• Assists with budget creation and implementation for specific events
• Serves as the main point of contact between Events and Accounting.
• Responsible for office-related accounting such as procurement card log, daily transaction reports, credit card machine, etc.
• Assist with the managing of internal event facilitation alongside the Internal Event Coordinators
• Work regularly with the On-Campus Event Management System (EMS) computer software
• Is an effective communicator and is characterized by interpersonal skills that convey service, professionalism, and confidence to clients
• Provide support to Event Productions staff as needed during select internal, public, and core institutional events

Performs other duties as may be assigned by the supervisor.

EDUCATION:

The person in this position has a high school diploma or GED. Some college experience is preferred.

EXPERIENCE:

The person in this position should have at least two years of administrative experience with budget and financial experience preferred.

SUPERVISION:

The person in this position will supervise no one.

The person in this position will report to the Director of Event Productions.

WORK ENVIRONMENT:

The person in this position will work in a self-motivated, task-oriented, office environment. The

Administrative Assistant will regularly walk to event venues throughout campus and may be required to assist with room set-up and tear-down. The Administrative Assistant may work long hours, including evenings and weekends as needed.

EQUIPMENT:

The person in this position will use the following equipment: standard office equipment, Jenzabar, Event Management System (EMS).