EVENTS OFFICE ADMINISTRATIVE ASSISTANT II

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Added 09-09-2019

Description

Davidson College Office of Events and Programming in College Relations seek a qualified individual with a technologically-savvy, organized, and timeline-driven individual for its Administrative Assistant Position.  The main responsibilities of this position are all technical and clerical functions in support of the Office of Events and Programming. The office is a fast-paced and deadline sensitive office environment that coordinates approximately 80 events a year supporting fundraising, stewardship, and engagement. This position’s focus will be on event reporting and communications, as well as all administrative operations associated with events. The individual will also serve as an event planner for internal campus meetings. Daily responsibilities will focus heavily on technology-based event tasks and customer service.

Primary Responsibilities: 

  • Manage multiple event records, registration, and reporting in Blackbaud database. Create event records; enter event registrations received via phone and email in Blackbaud database; update post-event attendance and close event records. Run weekly attendance reports and detailed post-event analysis in Excel and Power BI, reviewing multiple data sets for accuracy. Act as a liaison between Events Office and technical staff to resolve inconsistencies in registration data, software glitches and suggest improvements in processes. Create merge files (in Excel and Word) for printing nametags and other guest-specific documents.
  • Manage event communications and online registration forms in Blackbaud database. Create and monitor mail and email communication timelines based on varying event schedules. Draft, build, test and send event email, invitations and reminders in Blackbaud database. Report on invitees in Excel. Manage guest lists in both the database and in Excel, verifying that multiple iterations are correct. Build and manage online event registration forms in Blackbaud database. Use the database and Excel to create merge files for mailing print invitations. Beginner knowledge of HTML for email editing is preferred.
  • Manage event communications and online registration forms in Blackbaud database. Create and monitor mail and email communication timelines based on varying event schedules. Draft, build, test and send event email, invitations and reminders in Blackbaud database. Report on invitees in Excel. Manage guest lists in both the database and in Excel, verifying that multiple iterations are correct. Build and manage online event registration forms in Blackbaud database. Use the database and Excel to create merge files for mailing print invitations. Beginner knowledge of HTML for email editing is preferred.
  • Perform office clerical work. Review and process all event invoices. Maintain accurate and up-to-date records and files for all events and archive files at the conclusion of each event. Maintain college relations events calendar. Process office credit card receipts, research and submit interdepartmental transfers and reconcile and reporting on office budget in Excel as well as office petty cash. Submit work orders for building repairs/issues. Order and maintain office supplies and keep community office spaces organized.
  • Complete varied event planning tasks. Act as a primary planner for internal college relations meeting and board meetings. For those meetings work with on-campus vendors to arrange for technical needs, physical set up and catering orders. Assist events team in larger events by creating menu cards and signage; research and assist in vendor communications and perform follow up with vendors as needed; purchase limited event supplies when required; communicate with Davidson College campus partners; and assist events staff with event set up as needed. Perform other duties as needed in support of the Director of Special Events and the special events office staff.

Required Qualifications:

  • Have an associate's degree, with a minimum of 3 years of experience as an administrative assistant.
  • Have significant experience with spreadsheet applications and mail merge.
  • Have the ability to learn and use database applications such as Blackbaud CRM & BBIS.
  • Be proficient in the entire Microsoft Office suite of products with specific fluency in Excel, PowerPoint, Publisher, and Access.
  • Ability to perform challenging office work, communicate clearly, concisely and professionally.
  • Must possess strong oral and written communication skills.
  • Excellent customer service.
  • Be fluent in general accounting practices.
  • Make all Davidson College constituencies feel welcome.

Preferred Qualifications

  • The ability to manage a high volume of projects with competing deadlines.
  • Have exceptional interpersonal and communications skills are necessities.
  • Posses a beginners knowledge of HTML for email editing.
  • Have experience with mass email communication (Blackbaud, Harris, Constant Contact, etc.) and any online event registration
  • Have the ability to work seamlessly with numerous internal and external college constituencies.
  • Must have superior attention to detail, but also the ability to understand and appreciate big-picture program development
  • Possess strong organizational skills, with a calm personality and high self-motivation. 

Specific details

Job Type Employee
Job Status Full time
Compensation Type Per year

Location

Davidson