What are the responsibilities and job description for the Events Administrative Assistant position at Beth Tfiloh Dahan Community School?
This role serves the Events Director as an administrative assistant. Responsibilities include serving as a key contact person for vendors, and ensuring that events (rentals, internal programs, and holiday services) are executed properly and efficiently.
The responsibilities of the position include, but are not limited to, the following:
- EVENTS:
o Serve as Event Scheduling Administrative Assistant
§ Review and confirm daily, weekly, monthly, and annual events, dealing with space conflicts and other issues that may arise and generating appropriate reports
§ Work with potential and existing clients (internal and external)
o Provide requisition support as needed for school and shul events
o Review event staff schedules
§ Compare staff schedules against time clock data
§ Ensure leave slips are submitted for staff absence
o Maintain documents related to vendors
o Maintain and update a variety of Event Documentation including layouts and signage; manage event contract process and documents
o Follow up with clients and caterers/ vendors
o Participate in relevant meetings
- OTHER ADMINISTRATIVE FUNCTIONS:
o Order supplies, including identifying suppliers for special order products
o Maintain stock of uniforms, and work shoes for maintenance and events staff (re-order as necessary)
o Schedule meetings as needed utilizing Outlook scheduling assistant
This Job Description does not state or imply that the above are the only duties and responsibilities assigned to the position. Employees holding this position will be required to perform any other job-related duties as requested by Management. All requirements are subject to possible modification to reasonably accommodate individuals with a disability.
Qualifications
The requirements of the position include, but are not limited to, the following:
1. Proficiency with Microsoft Office
2. Strong verbal and written communications skills, including proofreading skills
3. Ability to multi-task and prioritize
4. Comfortable working within a dynamic, deadline-driven environment
5. Strong attention to detail
6. Ability to work well within a team
7. Experience with event planning preferred, but not required
8. Ability to easily learn new systems and software
9. Quick learner
10. Takes initiative
11. Takes ownership of the tasks to which he/she is assigned
12. Ability to work occasional evening and weekend shifts is required
13. Ability to work Jewish Holidays is required
