Conference Center Administrative Assistant

It's a great time to join Marymount University! We are looking for faculty and staff who are passionate about providing excellent service to ensure a high quality student experience and collaborative working environment.

Title

Conference Center Administrative Assistant

Direct Supervisor

Events and Retail Manager

Status

Full-Time, Hourly
Hourly Rate $27.50

Grade 9

Division

Dining Services

Department

Events and Retail

No. Direct Reports 0

Target Weekly Hours 40

Location 2807 N Glebe (Main Campus)

Benefits Eligibility Yes

Job Summary

The Conference Center Administrative Assistant at Marymount University will provide administrative and organizational support to ensure the smooth operation of the university's conference and event facilities. This position will be integral in coordinating logistics, managing bookings, and assisting with customer service to deliver a high-quality experience for university departments, faculty, students, and external clients utilizing the conference center.

Key Responsibilities

• Booking and Coordination: Assist in managing event reservations and scheduling for the conference center, ensuring availability, space allocation, and appropriate resources are assigned to each event.
• Customer Service: Serve as the primary point of contact for clients, event planners, and guests, responding to inquiries, confirming event details, and providing guidance on available services and amenities.
• Event Logistics Support: Assist with event set-up and breakdown, coordinating with internal and external vendors (caterers, audio-visual teams, etc.), and ensuring all event requirements are met, including room setup, equipment, and catering.
• Administrative Support: Perform general administrative duties such as answering phones, managing email correspondence, maintaining event files, preparing documents, and updating databases to ensure accurate records of all conference bookings.
• Budget and Billing Support: Assist with preparing event contracts, tracking payments, processing invoices, and maintaining records of financial transactions related to events and conferences.
• Communication: Communicate effectively with university staff and external clients to ensure event requirements are understood and expectations are met. Coordinate with housekeeping, security, and maintenance teams for event-specific needs.
• Event Materials and Resources: Ensure that event materials, signage, promotional items, and equipment are prepared and ready prior to each event.
• Technology Support: Assist with coordinating the technical aspects of events, including audio-visual setup and troubleshooting basic tech issues, ensuring seamless presentations and meetings.
• Customer Feedback: Collect and track feedback from event organizers and participants to assess satisfaction and identify areas for improvement in service delivery.
• Inventory Management: Help monitor and manage inventory of conference materials and supplies, ensuring timely restocking and availability.
• Team Collaboration: Work closely with the Conference Center Manager, Event- Catering Coordinators, and other university departments to facilitate smooth event operations and support university objectives.

Qualifications

• Previous administrative experience, preferably in event planning or conference services.
• Strong organizational and time-management skills, with the ability to handle multiple tasks and priorities.
• Excellent written and verbal communication skills, with a focus on customer service.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and basic office equipment.
• Experience with event management software or booking systems is a plus.
• Ability to work independently, as well as part of a team.
• Flexibility to work some evenings and weekends as needed for events.
• Strong attention to detail and problem-solving skills.
• A proactive and friendly attitude with a commitment to providing excellent service.

Preferred Qualifications:

• Associate's or Bachelor's degree in Event Management, Hospitality, Business Administration, or related field.
• Experience in a university or higher education environment.
• Knowledge of audio-visual equipment and event technology.

Licenses or Certifications

None

Financial Responsibility

May process or record financial transactions within established guidelines and safeguards. Duties may require policy interpretation.

Supervision

None

Special Knowledge

• Effective in working with individuals from diverse backgrounds.
• Microsoft Office to include proficient skills in Excel, Word, and PowerPoint.
• This position requires the ability to communicate effectively with students, faculty, staff, and administrators at all levels of the University.

Special Working Conditions

• Ability to lift up to 10-20 pounds.

Marymount University is an equal opportunity employer. Marymount University does not discriminate on the basis of race, color, national origin, sex, age, disability, religion, sexual orientation, gender identity and expression, marital status, pregnancy, veteran status or any other protected bases under applicable federal and local laws and regulations in any of its programs or its activities, including employment and admission. The university also expressly prohibits any form of sex discrimination and sexual misconduct including sexual harassment, dating and domestic violence, rape, sexual assault, sexual exploitation and stalking in any of its programs or activities, including employment and admission. For more information, please visit: https://marymount.edu/student-life/health-wellness/title-ix-2/