Event Administrative Assistant - Office - Volunteer

Mission:

Vox Church is seeking a dependable and detail-oriented Event Administrative Assistant volunteer to support the preparation of campus event supplies. This role is essential for ensuring that each Vox Church location receives well-organized and timely resources to execute events with excellence. Responsibilities include shopping, printing, packing, and organizing supply kits for events across multiple campuses.

Outcomes:

• Event Prep and Supply Coordination:
  Purchase, print, and prepare all needed materials for all-church and regional events. Ensure all event supply kits are accurate, complete, and labeled by location. Maintain a clear and reusable checklist system to standardize preparation across events.
• Event Kit Management:
  Pre-pack and organize supply kits for pickup or delivery. Track recurring supply needs, identify shortages, and coordinate restocking efforts in advance.
• Cross-Departmental Support:
  Work with various teams to confirm unique needs for each location. Communicate regularly with campus staff to ensure requirements are met and special requests are handled promptly.
• Workspace Organization:
  Maintain the central workspace for supply prep. Ensure the area remains tidy, efficient, and well-stocked.
• Day-Of Event Support (when available):
  Provide in-person support for regional and all-church events as needed and available, including setup, supply distribution, and coordination with event leads.

Competencies:

• Event
  
  Experience:
  
  Familiarity with event logistics and support, with an understanding of what makes events run smoothly from behind the scenes.
• Organizational
  
  Skills:
  
  Demonstrates excellent attention to detail in managing checklists, supplies, and printed materials.
• Time Management:
  Meets regular weekly deadlines for kit completion and adapts to shifting needs during high-volume event seasons.
• Initiative:
  Takes ownership of responsibilities, identifies opportunities for improvement, and solves logistical challenges quickly.
• Communication:
  Provides timely updates and proactively checks in with team members to confirm expectations and delivery readiness.
• Team
  
  Collaboration:
  
  Willingness to serve others and work alongside multiple departments with a positive and humble attitude.

Other Information:

• Reports to:
  Operations Pastor
• Work Location:
  In person at 131 Commercial Parkway, Branford, CT 06405
• Schedule: 5–12 hours per week, depending on the amount of work needed for upcoming events. Includes occasional weekend and evening work when available to support regional and all-church events.
• Compensation:
  Volunteer