ADMINISTRATIVE ASSISTANT II (Explore Brookhaven)

JOB SUMMARY

The Administrative Assistant plays a key role in supporting executive leadership by providing high-level administrative and operational support to the Executive Director and Director of Sales. This role is essential to maintaining efficient operations, executing successful events, and ensuring clear, consistent communication across internal teams, board members, and external partners. The position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

ESSENTIAL JOB FUNCTIONS

Provide administrative support including calendar management, meeting coordination, and correspondence Assist with preparation for board meetings, and agendas. Maintain records, files, and documentation Act as liaison between staff, board members, and partners Support the development and preparation of quarterly reports Assist with event logistics, and vendor coordination. Follow up on required insurance, contracts, deposits and final payments, including set up, teardown, and cleanup Coordinate registrations and attendee communications Provide on-site support during events Assist with invoice processing and expense tracking Support event and operational budget tracking Coordinate vendor payments and contracts Maintain office supplies and general day to day operations

MINIMUM REQUIREMENTS TO PERFORM WORK

High School diploma or GED required; Associate's or Bachelor's degree Minimum of two (2) years of experience in an administrative, and/or office clerical position with event support experience preferred Experience supporting executive level professionals or multiple departments preferred Graphic design and/or use of design related apps knowledge is a plus

Knowledge, Skills, and Abilities:

Present positive attitude along with superior verbal communication skills. Exercise discretion and sound judgment. Excellent organization and time management skills. Ability to multi-task effectively. Strong people skills, ability to work in a team environment when required, and a high degree of tact. Ability to work independently and proactively while demonstrating initiative. Exercise independent thinking and good judgment. Ability to maintain confidential and exercise considerable skill in handling sensitive information and data. Exceptional written communication skills; to prepare clear, concise, grammatically correct letters, memos, staff meeting minutes and other written documents.

PHYSICAL DEMANDS

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 accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit; talk and hear; use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to walk. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. The employee constantly works in a normal office environment. The employee may perform duties outdoors while conducting official business which will require limited local travel. Employees may be required to participate and assist in evening and/or weekend special events as needed. The City has the right to revise this position description at any time, and does not represent in any way a contract of employment.