Administrative Assistant II Event Services - PT

Event Systems & Operations

Partner closely with the Associate Director of Event Systems and Operations to support the daily data integrity and ongoing administration of the Ad Astra campus scheduling platform. Track reservation data to identify which incoming requests require outstanding details, proactively prompting coordinators, event leads, or student groups to resolve service gaps. Provide ongoing administrative support and platform troubleshooting to ensure campus event schedulers can easily navigate space booking requirements.

Establish an exceptionally organized, professional, and welcoming presence at the office front desk, answering phones, managing the main Special Events inbox, and answering campus inquiries. Take ownership of daily office facility operations, including processing work orders for the SEES team, routing incoming deliveries, coordinating office key allocations, and overseeing the use of meeting spaces within the office building. Monitor and manage inventory for office supplies and specialized event resources, processing purchase orders and restock requests as needed.

Manage day-to-day invoice processing, financial entry, and credit card reconciliations. Collaborate closely with the Administrative Coordinator to align budget tracking spreadsheet entries, ensure prompt invoice processing. Support the Director of Event Services in coordinating personnel schedules and processing hours tracking to ensure proper technical coverage across a high volume of weekly campus events.

High school diploma or equivalent (Associate's degree or higher preferred). At least 2 years of administrative experience, preferably in event services, administrative coordination, hospitality, or office management. Proven experience handling high-volume data entry, database tracking, billing, invoicing, or basic spreadsheet management with a very high degree of accuracy. Strong organizational skills with a demonstrated ability to manage routine tasks, keep track of deadlines, and handle multiple concurrent inquiries calmly.

Polished, approachable public demeanor with a dedication to collaborative customer service when representing the office to students, faculty, staff, alumni, and parents. Excellent written communication skills, with experience using template-based formats to draft structured corporate or university emails. Proficiency with Microsoft Office Suite (particularly Excel and Outlook) and standard cloud document tools (Google Drive).