Supervisory​/Professional: Assistant to President and Events Manager

RESPONSIBILITIES (non-inclusive)

• Receives a variety of visitors and telephone calls (faculty, staff, students, members of the community), ascertaining needs and responding to callers as appropriate (often confidential or sensitive in nature, and requiring utmost diplomacy); greets visitors and takes phone calls.
• Establish and maintain digital filing systems; schedule internal meetings and appointments including Administrators, faculty, staff, and students; maintain calendar of critical activities and meetings advising President of action needed and pertinent deadlines; prepare agendas and materials if requested by the President for internal meetings or in anticipation of project deadlines; make travel arrangements as needed.
• Compose replies to routine correspondence and produce simple and complex documents using various word processing and spreadsheet software. Generate, process, and/or forward College paperwork as required relying on policies and procedures; determine documents requiring Executive Assistant to the President and Board Liaison review and/or signature.
• Update and maintain computerized databases by performing data entry, adding and deleting files as needed, and generating simplistic computer reports.
• Responsible for planning and implementing special events on behalf of the Office of the President such as Commencement, coffee with the President’s Cabinet, receptions, dinners, or open houses.
• In the absence of the Executive Assistant to the President and Board Liaison, using knowledge of the typical office workflow, refers matters to appropriate area for attention.
• Maintains decorum and professional office space within the Office of the President suite.
• Works in close collaboration with the Executive Assistant to the President and Board Liaison to ensure cross-training of basic activities.
• Assists with ordering supplies and equipment necessary for the day-to-day operations of the office and special needs of the President.
• Manage and coordinate internal, corporate, social and/or special events on campus, including Mooreland Mansion. Develop and maintain productive working relationships with current and prospective clients for the rental of college facilities.
• Assist in identifying opportunities for revenue growth within target markets through communications, programs and other activities related to event initiatives.
• Assist with marketing sales including program development, client visits, facility tours promoting facilities, and external contracts; event proposals and develop proposal S.O.P.s.
• Create and maintain client database; initiate and follow up with clients related to event services, resolve problems and answer questions; assist in promoting new business and activities.
• Meet with potential clients to propose and negotiate creative and feasible event-specific arrangements. Coordinate with college personnel to plan the delivery and execution of event-specific support services, equipment and personnel.
• Record event arrangements booked in person, via the telephone or through email correspondence; obtain pertinent information including size of the party, equipment requirements and facility/set up needs and proposed schedule of events.
• Assist in determining technology needs and manage room availability; ensure proper use, storage and rental fee of space/equipment for each client.
• Plan and coordinate all aspects of events, which includes meeting with clients, presentation and profit assurances in accordance with revenue goals. Work with management and staff to ensure cost effective pricing for all events.
• Complete details of facility rental and event coordination in 25
  
  Live (Event Viewer/Scheduler software) including special instructions/room set-up, facility management needs, campus police, external catering and on-site event support.
• Perform other related duties as assigned by the President or Executive Assistant to the President and Board Liaison.

• Associate’s degree in office administration or another field complemented by additional post-high school secretarial training, three years of administrative experience, and well-developed word-processing…