Administrative Assistant for Events (28 hrs/wk) at The Southern Baptist Theological Seminary

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).