Administrative Assistant - Civic Center Operations

Duties:

The Administrative Assistant provides comprehensive administrative, clerical, and operational support to the Convention Services & Marketing Superintendent. This role is essential in ensuring the efficient functioning of the Civic Center Operations team by coordinating communications, preparing documents, maintaining records, supporting event scheduling, and assisting with client services. The Administrative Assistant serves as a key point of contact for internal staff, clients, and the public and helps ensure seamless execution of event-related operations.

Customer Service & Front-Office Support:

Greets customers and visitors; answers, screens, and routes incoming calls professionally. Responds to public and staff inquiries requiring interpretation of policies, procedures, rental processes, and event guidelines. Provides facility rental information, event-related details, and general support to prospective and current clients. Promotes the Convention Center and its offerings by maintaining a strong working knowledge of facilities, services, and capabilities.

Event Administrative Support:

Utilizes EventPro software to book events, enter payments, update event details, and maintain accurate scheduling records. Assists the Convention Services & Marketing Superintendent by preparing preliminary event information, room availability confirmations, and client documentation. Supports pre-conference meetings and facility tours by preparing materials, assisting with check-in, or relaying client needs to the appropriate staff.

Administrative & Clerical Support:

Composes and types routine correspondence, inquiry confirmations, thank-you letters, and general departmental communications. Creates, edits, and prepares reports, memos, spreadsheets, and PDFs using Microsoft Office and related software. Maintains organized filing systems for contracts, departmental records, CAD drawings, blueprints, and floor plans. Manages incoming and outgoing mail; routes materials to appropriate staff. Provides general clerical support to Convention Center staff. Monitors office supply inventory; orders and restocks as needed. Ensures functionality of office equipment such as printers, copiers, and fax machines; coordinates maintenance and service calls. Submits and tracks facility service requests; ensures timely follow-up and resolution. Assists staff with basic technical troubleshooting related to office software and equipment.

Payroll, Attendance & Personnel Recordkeeping:

Prepares payroll time sheets for staff. Tracks exempt employee compensatory time and distributes updated balances. Maintains staff vacation, sick, and personal leave tracking spreadsheets. Tracks absentee patterns and reports concerns to the Convention Services & Marketing Superintendent. Maintains departmental calendars, schedules, and staffing logs.

Financial & Purchasing Support:

Prepares and manages facility rental deposits; logs payments and maintains reconciled records. Matches and verifies vendor invoices and payment documentation prior to submittal. Reviews departmental credit card statements and prepares reports for Purchasing. Oversees petty cash, ensuring timely reconciliation and compliance with City policies. Conducts purchasing duties including researching products, obtaining quotes, and entering requisitions in FinancePlus. Prepares cash payment requisitions and other financial forms.

Professional Standards:

Demonstrates strong attention to detail, accuracy, and confidentiality in all tasks. Utilizes creative problem-solving to respond to client requests and operational challenges. Must have and maintain, without interruption, required certifications and licenses. Works assigned schedule and complies with the City's timekeeping and attendance policies. Performs other related duties as assigned.

Qualifications:

High school diploma or GED. Six (6) to eight (8) years of administrative, clerical, or customer service experience; or an equivalent combination of education and experience. A valid Texas Driver's license and a good driving record.

PREFERRED

Some college coursework. Experience in event management, hospitality, public facilities, or municipal/government environments. The City of Pasadena offers very generous benefits to all full-time employees .

For example:

Employee-only medical insurance starts as low as $15 per month and the most expensive Employee & Family plan is less than $350 per month . The City has its own medical clinic staffed with a M.D. and two medical assistants. Employees and their covered dependents over the age of 5 can visit the clinic

FREE OF CHARGE.

Employees and their covered dependents also have access to Virtual Visits with a medical professional

FREE OF CHARGE

. The City offers college tuition reimbursement of up to $3,500 per year. As an employee, you will contribute a portion of your salary each pay-period towards your retirement and the City will match your contribution by 200% . Example, if you contribute $100, the City will contribute $200. Civilian employees accumulate vacation at the following rates: Less than 6 years of service

• two weeks of vacation per year. From 6 to less than 11 years of service
• three weeks of vacation per year. From 11 to less than 21 years of service
• four weeks of vacation per year. From 21 to less than 26 years of service
• five weeks of vacation per year. From 26 years of service and up
• six weeks of vacation per year.