Events Administrative Assistant - Los Angeles, United States - Occidental College

Occidental College

Verified Company

Los Angeles, United States

1 week ago

Posted by:

Mark Lane

beBee recruiter

Description

Job no: 494465

Work type:
Casual/Temporary

Location:
Los Angeles

Categories:
Hourly

Title:
Events Administrative Assistant - Temporary

Department:
Institutional Advancement Mgmt.

Duration: 6 months

Job Summary

As part of the Engagement Events team, the Events Administrative Assistant reports to the Director of Engagement Events and works closely with the Engagement Events team by supporting event planning and preparation, focusing primarily on administrative, data, office, and event supplies tasks.

The Events Administrative Assistant is responsible for processing event and financial paperwork, tracking and managing event guest and financial data, creating and maintaining event documents and records, communicating with guests proactively and clearly with good customer service, creating and maintaining organized office spaces, office and event supplies, and event records, and helping set up for and clean-up from events.

This position has a strong presence in the management of events, all of which have strategic and programmatic plans, which can range from highly active multi-event days/weekends on campus to singular campus events to events across the country.

The position partners with campus colleagues and off-campus vendors to support the implementation of event logistics.

Job Duties

45%
Administrative Support and Accounting and Budget Support: Responsible for filling out and submitting timely credit card report forms and reimbursement forms and relevant receipts for the Engagement Events team. This includes being responsible for tracking and using correct account numbers for a variety of event codes and expense codes, understanding and providing satisfactory business purpose information on all forms, and working with members of the Engagement Events team to track and organize corresponding receipts for event and travel expenses. Responsible for tracking each event's budget and expenses, and multievent budgets and expenses. Responsible for processing, tracking, and following up on all invoices and check requests for the Engagement Event team's work. This includes being responsible for understanding the contract and payment terms for each vendor, and tracking the progress and status for multiple vendors at any given time. Working with the Engagement Events team, ensure wellorganized electronic and hard file records for events, including wellorganized archival records upon the budgetary and event conclusion of each event. This includes, but is not limited to event budgets and expenses, event timelines, event signage and collateral, event briefing documents and programrelated documents, setup diagrams, and event vendor contracts, W9 forms, orders, and invoices. (Essential)
15% Office and Event Supplies and

Event Collateral:

Create and keep updated inventory and organization of a wide variety of office and event supplies; order additional office and event supplies as needed; organize, clean up, and move all supplies upon arrival and before and after each event.

Carry and move event supplies, and arrange for support from others when appropriate, to ensure a seamless and successful event and a well-organized event space and office space.

Learn the existing processes and proactively recommend and implement when possible alternative processes to efficiently expedite the ordering and organizing of office and event supplies.

Merge and print name tags and place cards for events, create and print event signage of varying sizes for events, proof read and review all materials in advance of events, and assemble, prepare, and organize all printed materials and other event supplies (check-in supplies and other event supplies and documents) to have them ready in advance of events.

- (Essential)

10% Post-

Event Support:

Schedule and participate in post-event meetings, and ensure that post-event files, payments, budget and expense updates, data and communications are finalized, sent and tracked.

Clean up, put away, move and organize, and re-inventory and re-order as needed all supplies after each event, to ensure a well-organized event space and office space.

- (Essential)

5% Event Implementation: Support event setup, event cleanup and event implementation to ensure a safe and smooth event, including but not limited to setup and striking of event signage, putting event supplies in place for events and picking up event supplies from events, greeting and checkingin guests at events, checking on event setups, coordinating with campus partners and vendors, carrying and moving event supplies, arranging for support from others to move event supplies when appropriate, driving a golf cart or other vehicles as needed for transporting supplies and/or transporting guests. (Marginal)

Minimum Qualifications
High School or equivalent.
At least two years of related work experience.
Experience working with confidential documents and sensitive information with