Events Coordinator/Admin Assistant

Job #303989
Events Coordinator/Admin Assistant
Temporary

Description:

Job Description: 
Under general supervision, the Administrative Assistant provides a wide range of administrative support to The Society of MSK’s events team. Major responsibilities include but are not limited to, general event support, assisting with event mailings and data management, scanning checks, becoming familiar with CRM, and entering pledges, entering requisitions, document preparation, scheduling, and participating in departmental projects. In addition, the Administrative Assistant is responsible for resolving basic administrative event problems and questions that relate to the department or division and identifying a course of action. The Administrative Assistant is responsible for ensuring that all administrative tasks are completed in a manner that ensures the efficient operation of the event department.
 
Event Support
  • Performs administrative activities to maintain the smooth operation of the events team
  • Assists and resolves routine inquiries and fulfills requests
  • Independently drafts emails or correspondence to routine written or oral inquiries, to be reviewed by supervisor
  • Submit requisitions and contracts as needed for events, follow up with procurement/vendors to make sure they are paid on time
  • Attending Society events that fall outside of work hours, and assisting on site as needed
 
Coordination & Scheduling
  • Schedules appointments and meetings, as requested 
 
Document Preparation
  • Prepares/produces documents including memos, reports and presentations as requested
  • Proofreads all documents; ensures proper use of spelling, grammar, and consistency of information
  • Prepares and distributes agendas, announcements, and related materials for various events related meetings
  • Develops format for presentations and organization charts using appropriate office software
 
Mailings and Data Management
  • Familiar with mail merges, assists to sort data for each event, print letters and envelopes      
  • Familiar with excel. Inputs and updates data into spreadsheets and databases for assigned reports
  • Prepares reports including summaries and monthly analysis as specified by manager
  • Become familiar with CRM (register participants for events, submit service requests, enter pledges, etc.)
  • Going into the office weekly to scan checks and process credit cards
  • Assisting with event mailings (2 per event) by helping to physically stuff envelopes and mail letters
 
Project Management
  • Assists with department’s/division’s projects/events as requested.  These projects are typically completed in a short time frame and have established practices on how to complete
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