Provides administrative support to the Executive Director of Event and Conference Services. Also supports entire staff of the Event and Conference Service Department. Duties include word processing, sending emails, data entry and retrieval, processing deposits, faxing, filing, answering phones, and scheduling of appointments. Provide assistance with calls, mailings and other requests.
Maintain structure of daily office procedures and correspondence
Track status of contract requirements – signatures, payments, certificates of insurance, as well as additional billing payments
Prepare billings for external clients
Prepare advanced information packets
Serve as a resource to clients concerning events
Ensure office supplies are in stock, based on the budgeted amount
Maintain an updated policies and procedures manual and maintain organization of the files on the shared drive
Using EMS, approve facility scheduling of internal events & coordinate some external events, as needed.
Routinely ensure the data in EMS as it pertains to the department is accurate; update as needed.
Become knowledgeable with facilities used for events and conferences and cost associated with such facilities
Provide assistant with projects to all functional areas of the department
Work closely with the Director and other members of the Event and Conference Services Department to coordinate events and ensure quality service
Assist with emergency coverage for evenings and weekends
Assist with overseeing student workers in the academic year
Serve as Primary Emergency Building Administrator – Responsible for taking attendance for Misselwood at the Post Center Rally Point and provide information to Emergency Personnel should an emergency situation occur.
Performs other duties as assigned
Bachelor Degree required
Minimum of 1 – 2 years of prior administrative work experience.
Prior work experience in an event environment is preferred.
Highly motivated with superior attention to detail and able to take initiative
Must effectively be able to perform many tasks simultaneously and with effective positive results
Proven office management and organizational abilities
Excellent written and verbal communication skills required.
Knowledge of professional email and telephone correspondence
Thorough knowledge of Word, Excel and PowerPoint
Experience in quick, efficient obtaining of new technology and software systems.
Prior experience of EMS (Event Management System) is an added value.
Ability to learn CARS to look up data; and other College software Programs
Flexibility to cover events, as needed - that may include nights and weekends.
To apply for a position, please send a letter of application, resume and names and phone numbers of three references to:
Endicott College is accredited by the New England Association of Schools and Colleges
Endicott College is an affirmative action/equal opportunity employer and is committed to the principles of equal employment and complies with all federal, state, and local laws and regulations advancing equal employment. The College's objective is to employ individuals qualified and/or trainable for open positions by virtue of job-related education, training, experience, and qualifications without regard to sex, race, religion, color, age, physical disability, sexual orientation, national or ethnic origin or citizenship, veteran status, genetic information, pregnancy, or any other status protected by law.