POSITION DESCRIPTION

 

JOB TITLE &CODE:

Special Events Assistant (86577)

DEPARTMENT:

Administration

REPORTS TO:

Director, Executive Affairs

FLSA STATUS:

Non-exempt

††††††††††††††††††††††††††††††††††††††††††

 

 

POSITION SUMMARY:

Provides high level administrative support for the Director Executive Affairs and Program Manager-Special Events.†† Assists with the development, execution of programs, services and projects. Includes executing plans for formal and informal recognition throughout the organization. Builds and supports a culture of recognition.

 

 

 

 

 

MINIMUM QUALIFICATIONS:

EDUCATION & EXPERIENCE:

1.

High School Diploma or Equivalent AND Four years of high level Administrative Experience OR Associateís Degree AND Two years of high level Executive Office Experience OR Bachelorís Degree.

 

 

 

PREFERRED QUALIFICATIONS:

EXPERIENCE:

1.

Experience in event planning, recognition, training or human resources.

2.

Experience with website building and maintenance.

 

 

 

 

 

 

CORE DUTIES AND RESPONSIBILITIES: The statements described here are intended to describe the general nature of work being performed by people assigned to this position.† They are not intended to be constructed as an all-inclusive list of all responsibilities and duties.† Other duties may be assigned.

1.

Provides administrative support for Administration programs and special events. Ensures confidentiality of highly sensitive information.

2.

Assists and supports special event and program coordination for various Administration events as directed by Director and program manager. †

3.

Prepares draft and final presentations and reports for delivery by Director and program manager.

4.

Provides administrative support for special events including retreats, seminars, award ceremonies, workshops, employee events, conferences, etc.

5.

Ensures that events and program meets the needs of the organization and is aligned to the defined values, mission, performance expectations, metrics, and standards of behavior.

6.

Support the development and maintenance of the programís website, communications, and nomination processes.

7.

Assists and supports the coordination of logistics associated with recognition events and activities. Including but not limited to: Invoicing, securing vendors, food arrangements, and budget management.

8.

Assists with the development of communication and marketing materials.

9.

Assists with identifying recognition trends, best practices and responds accordingly.

10.

Attends and assists at programs and events when needed.

 

PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1.

Must be able to carry and move heavy objects in excess of forty pounds (event materials, meeting room set-up, technology, etc.).

 

WORKING ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1.

Normal office environment.

2.

Travels between locations frequently.

 

 

 

SKILLS AND ABILITIES:

1.

Excellent organization skills, attention to detail, and ability to support multiple projects and events simultaneously.

2.

Must demonstrate excellent interpersonal and communication skills, both in writing and orally.

3.

Must demonstrate proficiency in Microsoft Office software.

 

Date Reviewed/Revised: August 2018