An Office or Administrative Assistant performs administrative work in an office. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails, routes mail and maintains calendars and schedules.
1039 F.T.E.: 0.49 Grant Funded Position?: No Description of Job Duties and Responsibilities The Part-Time Presidential Events & Strategic Initiatives Assistant provides administrative, logistical, and operational support to the Director of Presidential Events & Strategic Initiatives and the Office of the President. The position assists with presidential and university events, executive travel, purchasing, vendor coordination, communications, staff scheduling, mascot operations, and special projects. This position enables the Director to focus on executive-level event strategy, presidential priorities, strategic initiatives, and institutional relationships. Essential Responsibilities Administrative & Executive Support Maintain calendars, event files, contact lists, spreadsheets, schedules, and planning documents. Prepare agendas, invitations, itineraries, correspondence, meeting materials, and reports. Track deadlines and follow up with campus departments, vendors, and stakeholders. Organize electronic and physical records related to events, purchasing, contracts, and programs. Event & Program Support Assist with planning and execution of presidential receptions, ceremonies, meetings, community-facing events, and special programs. Coordinate RSVPs, guest lists, seating, catering, signage, supplies, event materials, and event-day logistics. Coordinate routine event details with campus departments and external vendors. Assist with setup and breakdown of events as needed. Purchasing & Vendor Support Assist with quotes, invoices, purchase orders, receipts, and expense tracking. Communicate with vendors regarding schedules, deliveries, event requirements, and logistics. Maintain vendor records and assist with tracking contracts and deadlines. Executive Travel & Special Projects Assist with hotel arrangements, transportation, itineraries, participant lists, meals, and materials for presidential and university travel programs. Support conferences, retreats, and multi-day programs involving university leadership and participants. Conduct research, gather information, prepare materials, and assist with special projects assigned by the Director of Presidential Events & Strategic Initiatives or the Office of the President within the scope of the position's responsibilities. Communications & University Representation Assist with event invitations, promotional materials, social media, photography coordination, and event communications. Coordinate with Marketing and Communications to support university branding and messaging. Assist with scheduling and logistics for university mascot appearances and other university representation activities. Staff Support Assist with scheduling and coordinating student employees and part-time event staff. Communicate assignments, schedules, and event responsibilities. Assist with preparation and training of event staff. Minimum Required Education 4 year degree or equivalent encouraged Required Licenses and/or Certifications NA Minimum Required Qualifications Administrative, event planning, higher education, hospitality, communications, or related experience preferred. Strong organizational, communication, and time-management skills. Proficiency with Microsoft Office or comparable software. Ability to manage multiple priorities and meet deadlines. Professional demeanor and strong customer-service skills. Ability to maintain confidentiality and exercise discretion when working with presidential and university information. Ability to work occasional evenings and weekends for major events.
