SMG Event Administrative Assistant in Albuquerque, New Mexico

POSITION DESCRIPTION

JOB TITLE:

Administrative Assistant

COMPANY:

SMG

DEPARTMENT:

Event Services

FACILITY:

Albuquerque Convention Center

REPORTS TO:

Director of Events

FLSA:

NON-EXEMPT- Part Time as Needed

Summary

Part-time Event Administrative Assistant Position

Busy events venue is looking for a part-time Event Assistant to join their team. The position will provide excellent experience in event planning and execution at a major event facility.

The ideal candidate should be able to work well in a fast-paced, rapidly changing environment and should exhibit strong organizational and time management skills along with excellent written and verbal communication skills. The position can require some long hours and work on weekends.

Preference will be given to candidates with event or related experience and who wish to pursue a career in event management.

Essential Duties and Responsibilities

  • Composes and types routine correspondence
  • Organizes and maintains file systems, and files correspondence and other records
  • Answers and screens telephone calls and arranges conference calls, as needed
  • Coordinates, schedules and makes appointments, as needed
  • Greets scheduled visitors and directs to appropriate area or person
  • Conducts research, and compiles and creates statistical reports
  • Makes copies of correspondence or other printed materials
  • Prepares outgoing mail and correspondence, including e-mail and faxes
  • Orders and maintains supplies, and arranges for office equipment maintenance
  • As needed to assist the Event Services Department work directly or indirectly with other departments involved in the coordination, implementation, and post-work of events including set-up crews, custodians, stagehand labor, ushers, ticket-takers, food and beverage staff, security, patron ingress and egress, signage, catering, and box office
  • Assist with collaborative team effort to facilitate the success of events
  • Coordinates and arranges departmental and other meetings, prepares agendas, reserves and prepares meeting location, and records and transcribes minutes of meetings
  • Observe, learn, and then assist in advancing and coordinating an event from booking through completion
  • Assist in gathering information for event orders with the supervision and guidance of Event Managers and/or the Director of Event Services
  • Shadow Event Managers or Director of Event Services during events
  • Attend the weekly Event Operations Meeting whenever required
  • Uphold facility guidelines, policies and procedures
  • Create floor plans and site plans from details provided by event clients
  • Advance and run small scale events, supervised by an Event Manager or the Director of Event Services
  • Create and post appropriate signage for events
  • Work with the Operations team to monitor and inspect event set-ups
  • Create media materials and update social media
  • Other duties as assigned

Qualifications

  • Ability to use all office equipment, computer, calculator, fax machines, copy machines
  • Ability to prioritize tasks and to handle multiple tasks at a time
  • Good communication, problem solving and organizational skills
  • Excellent customer service and public relations skills
  • Able to stand for extended periods of time and move throughout the building.

Education and/or Experience

High School diploma or G.E.D.

Two years related clerical experience

Computer Skills

To perform this job successfully, an individual should have knowledge of Spreadsheet software and Word Processing software and be proficient in Microsoft Word, Excel, and PowerPoint

Equal Opportunity Employer Minorities/Women/Protected Veterans/Disabled