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Title

Administrative Assistant - Events  

Category Operations  
Description

The position provides direct support to Director of Event Services, Event Team and internal / external company events. The Administrative Assistant will play a key role on an active Events Team. This person will possess a thorough knowledge of principles and practices of office management and will perform a wide range of administrative and office support duties to facilitate the efficient operation of the organization. They must exercise considerable latitude and discretion of action and use good judgment when handling material and carrying out assignments which may be sensitive and confidential in nature.

Embrace Opportunity Village core values by cultivating positive and meaningful CONNECTIONS with clients and colleagues, demonstrating ENTHUSIASM, high standards of PRODUCTIVITY, authentic STEWARDSHIP, and consistent participation in individual and team DEVELOPMENT. Reinforce and positively engage in Opportunity Village's organizational culture supporting choice and creativity of clients and of staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES

  1. Assist with the Director's calendar, scheduling, confirming, and arranging meetings.
  2. Prepare, create, and modify documents including correspondence, presentations, reports, memos, and emails; General clerical duties including photocopying, fax and mailing.
  3. Keep and update records of business contacts (i.e. mailing and e-mail addresses, and telephone numbers).
  4. Assist with a wide range of administrative task which also includes processing department purchase requisition as needed and oversee all contract management for team
    • Answer, screen, and transfer inbound phone calls
    • Resolve complaints, issues, and concerns pertaining to services received/provided.
    • Receive and direct visitors and clients.
  5. Overseeing the master FMX calendar used for events, scheduling event labor as needed and tracking hours.
    • Schedule and coordinate meetings, appointments and travel arrangements.
    • Manage multiple calendars (Outlook) including the Director's.
    • Prepare agendas and schedules for meetings.
    • Record, compile, transcribe and distribute minutes of meetings.
  6. Maintain electronic and hard copy filing system.
  7. Complete expense and mileage reports.
  8. Handle requests for information and data.
  9. Resolve administrative problems and inquiries. Prepare written responses to routine inquiries.
  10. Open, sort and distribute incoming correspondence/mail.
  11. Maintain office supply inventories and coordinate maintenance of office equipment.
  12. Develop relationships to maintain a high level of service for internal and external stakeholders
  13. Assume MOD responsibilities as needed during Magical Forest season
  14. Participate in community events and coalitions.
  15. Undertakes special projects and assignments as directed.
  16. Performs other duties as assigned.
 
Position Requirements

SKILLS REQUIRED

  • Embodies a teamwork mentality; works in cooperation with all departments to address specific situations as they arise to resolve effectively with all stakeholders in mind.
  • Ability to communicate effectively with individuals, co-workers and supervisors (verbal and written).
  • Ability to effectively present information to top management, donors, Board Members, and guests.
  • Ability to define problems, collect data, establish facts, and draw valid conclusions.
  • Ability to use independent judgment and interpret an extensive variety of facts and deal with several abstract and concrete variables.
  • Must encompass professional demeanor and uphold confidentiality.
  • Have high energy, and a positive and enthusiastic outlook.
  • Self-directed with a strong ability to work independently and to set and adhere to deadlines.
  • Ability to adapt and perform under stressful situations with a customer service focus.
  • Ability to interpret instructions, gain knowledge, and have initiative.
  • Must possess social perceptiveness to assess and understand other’s reactions and behaviors.
  • Possess excellent speaking and writings skills, time management and organization skills.
  • Problem solver who is able to “think outside the box.”
  • Detail oriented with ability to set priorities and manage multiple tasks and deadlines.
  • Strong work ethic and commitment to excellence.
  • Strong organizational, multi-tasking, communications skills are imperative.

EDUCATION AND EXPERIENCE

  • Required: Bachelor’s degree in Business Management, Nonprofit Management or related field or equivalent.
  • Required: Five years’ experience working in an office setting; of which three years in an office manager or executive admin role.
  • Required: Computer savvy and must be proficient in Microsoft Office products (i.e. Word, Excel, Outlook and PowerPoint), Database Management Systems and Project Management Software.
  • Preferred: Experience working with individuals with disabilities.

PHYSICAL ABILITIES & WORK ENVIRONMENT

The physical demands described below are representative of those that must be met by an employee to successfully perform essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and functions of the position. The list below of minimum essential functions is illustrative of the minimums only and is not a comprehensive listing of all functions and tasks performed.

  • Ability to lift and move boxes up to 40 pounds.
  • Ability to sit at a computer for prolonged periods and/or stand for extended periods during events.
  • Ability to work in a typical office environment and theme park environment (outdoors).
  • Ability to tolerate stress.
  • Ability to conduct tasks and successfully perform under critical deadlines.
  • Manual dexterity to operate office equipment and examine documents, records and files.
  • Ability to travel locally.
  • Evening and weekend hours may be required.

 
Full-Time/Part-Time Full-Time  
Shift Various Shifts  
Rate of Pay DOE  
Exempt/Non-Exempt Exempt  
Req Number OPE-20-00002  
Open Date 3/17/2020  
Location Oakey Campus  
About the Organization Join Las Vegas' Favorite Charity! Here you can be proud to answer the question, 'Where do you work?' Opportunity Village (OV) is more than just a job; being a member of the OV team instills a sense of pride and purpose into your work week. Our motto for the people we serve is: Pride. Purpose. And a Paycheck. So it is no wonder that the same can be said for our employees who serve our clients.

Aside from the satisfaction of participating in a community that extends beyond our campuses, OV also offers a wide array of additional benefits including: health, dental and vision insurance, retirement savings account, training and development opportunities and much more!  
EOE Statement We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law.  

This position is currently not accepting applications.

To search for an open position, please go to http://OpportunityVillage.appone.com



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