Company Name:

Confidential

Location:

Albany, New York

Approximate Salary:

$15 - $20 Per Hour

Job Category:

Admin/ Clerical / Support

Industry:

Events / Meeting Management

Position Type:

Part Time

Required Experience:

Less than 2 years

Required Education:

Associate Degree

Posted

August 29, 2018

Administrative Assistant

Overview: The primary purpose of this role is to support the management in successful execution of events and conferences as well as provide administrative support to the office.

This position is part-time, based at the Association's Office in Albany, NY. The typical work week is Monday through Friday, 8 a.m. to 12  p.m. or 12 p.m. to 4 p.m. except during our twice-yearly conferences when extra hours may be needed. This job description is only a summary of the typical job functions of the job, not an exhaustive or comprehensive list of all possible job responsibilities, tasks, and duties.

Primary responsibilities

Events

  • Support management in ensuring our compliance relating to health and safety, contracts, and any licensing requirements relating to events. This includes timely tracking of event contracts and proposals.

  • Assists in contract review relating to events.

  • Oversees hotel registrations for events.

  • Oversees and tracks event room blocks.

  • Assists in coordinating banquet event orders.

  • Provides follow up during events and assists with onsite event operation.

  • Capture and maintain data including event attendance, venue hire, and associated financial reports including review of final hotel and supplier invoices for accuracy.

Misc. Office

  • Keep accurate and timely inventory of all meeting room supplies (catering & meal supplies, flip charts, post-event cleaning materials, etc.)

  • Sets up and breaks down in-office meetings/workshops

  • General administrative duties with light reception and correspondence with members and other business associates.

  • Perform other duties as required by management

Member Relations

  • Assist staff in member relations.

  • Under direction of management conduct member follow up and outreach.

Skills & Qualifications

  • Well-developed written and verbal communication skills, including telephone manner.

  • Commitment to excellent customer service

  • Strong IT skills, able to use Microsoft Office software with confidence, experienced in utilizing Google Apps for Business, and Dropbox.

  • Experience in Association Management Systems and Website Content Management Systems

  • Strong organizational skills required, both in the realm of physical and electronic documents

  • A good eye for detail and excellent presentation skills.

  • Able to work well under pressure, maintaining a cool, efficient, and professional demeanor

  • Self-motivated, able to work independently with minimal supervision

  • Highly diplomatic, able to handle customers in a calm, courteous, and confident manner


Experience

  • Experience in events planning, including development and on-site management, catering, hospitality

  • Administrative or Office Experience

Minimum Job Requirements

Education/Experience: Associates or Bachelor’s Degree preferred, preferably in communications or  hospitality or previous experience working for a nonprofit or member association. Alternately: 3+ years of work experience that can be demonstrated to be applicable to the requirements listed above.

Physical Requirements: Must have ability to safely lift minimum of 50 lbs. without assistance and to pull up to 80 lbs. with appropriate equipment. Must be able to sit for long periods of time and, when necessary, move frequently and quickly around large areas.


Company Name:

Confidential

Location:

Confidential

Approximate Salary:

$15 - $20 Per Hour

Job Category:

Admin/ Clerical / Support

Industry:

Events / Meeting Management

Position Type:

Part Time

Required Experience:

Less than 2 years

Required Education:

Associate Degree

Posted

August 29, 2018

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