Administrative Assistant - Office of Public Relations and University Events

Alabama-A; Normal (AL); On-site; USD 35,000 - 60,000; Full time

Job summary

Alabama-A's Office of Public Relations and University Events seeks an Administrative Assistant to perform administrative, fiscal, staff support, and planning activities, including budget administration, equipment and inventory management, and recordkeeping.

You will coordinate meetings and events, support the Executive Director with schedules and travel, draft communications, and help prepare reports and statistics.

Qualifications

• Bachelor's degree is required.
• 5–6 years of experience directly related to duties.
• Experience coordinating activities and events including logistics, publicity, and communication.
• Experience managing multiple projects with varying deadlines.
• Experience working in higher education.
• Ability to gather data, compile information, and prepare reports.

Responsibilities

• Oversees and/or performs a range of administrative activities for the Office of Public Relations and University Events.
• Supports the Executive Director with schedules, travel arrangements, and communications; greets visitors and handles inquiries.
• Drafts and edits correspondence and documents; prepares reports and letters using Microsoft Office and event software.
• Organizes and facilitates meetings and events; takes notes and provides follow-up actions.
• Researches event information; compiles statistics and prepares executive summaries.
• Monitors financial administration including budgets, contracts, expenses, travel, and purchasing.
• Coordinates logistics for meetings and events (facility usage, catering, AV).
• Maintains organized files and databases; ensures confidentiality and retention of records.
• Assists with supervision of student interns as appropriate.
• Performs other duties as assigned.

Skills

Verbal communication

Written communication

Customer service

Organizational skills

Multitasking

Data reporting

Education

Bachelor's degree

Tools

Microsoft Office

Job description

Summary

The Administrative Assistant performs and/or oversees a variety of associated administrative, fiscal, staff support, and planning activities, some of which require advanced or specialized knowledge and skills, such as budget administration and control, equipment, facilities, and inventory management, specialized recordkeeping and database management, and/or specified information-gathering projects and tasks. Coordinates and facilitates meetings, program functions, and/or special events, as appropriate. Trains and oversees lower graded staff and/or students. May coordinate specified administrative activities and reporting across multiple organizational units within the department of Marketing, Communication, and Advancement.

Essential Duties & Responsibilities

• Oversees and/or performs a range of diverse administrative activities for the Office of Public Relations and University Events. Serves as a central point of liaison with other departments and external constituencies in the resolution of a variety of day-to-day matters concerning the office.
• Provides administrative support for the Executive Director including managing and creating schedules, making travel arrangements, drafting and confirming written and verbal communications, greeting and directing visitors, managing administrative problems and inquiries as appropriate. Reviews incoming and outgoing correspondence, and follow-up on operational commitments.
• Creates, composes, and edits correspondence and documentation; prepares a variety of technical event, financial and comprehensive reports, letters, memos, and other written materials using Microsoft Office and event software systems
• Organizes and facilitates meetings and special events via zoom or in person as directed. Takes meeting notes and provides administrative support and follow-up on matters arising from meetings.
• Researches event information and compiles statistics and prepares event executive summaries.
• Monitors, reconciles, and assists with fiscal administration for the Office of Public Relations and University Events including but not limited to budgets, contracts, expense reports, travel and/or purchasing
• Coordinates logistics for office managed meetings and events including facility/meeting room usage, catering, audiovisual presentations, etc.
• Establishes and maintains organized and efficient files and databases, as appropriate. Responsible for the administration, security, confidentiality, and retention of office files.
• Ability to maintain confidentiality and make administrative/procedural decisions and judgments
• Establishes, updates, and maintains office equipment inventories,
• Assist with the supervision of student interns as appropriate
• Performs other job-related duties as assigned

Minimum Position Requirements (including certifications, licenses and etc.)

• Bachelor's degree
• At least 5 to 6 years of experience that is directly related to the duties and responsibilities specified
• Experience coordinating activities and events dealing with logistics, publicity, communication
• Experience managing multiple projects with varying deadlines in a professional setting
• Experience working in higher education
• Ability to gather data, compile information, and prepare reports

Knowledge, Skills and Abilities

• Demonstrate proficiency in Microsoft Office Suite
• Professional verbal and written communication skills
• Strong customer service experience, problem solving and organizational skills, attention to detail and multitasking ability
• Enthusiastic and positive energy