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Title

Administrative Assistant - Events 

Category Clerical  
Description

SUMMARY

The Events Administrative Assistant provides direct support to the Director of Event Services and the Event Team. The Administrative Assistant is a key role on the Team. This person will possess a thorough knowledge of principles and practices of office management. A successful incumbent will be able to perform a wide range of administrative and office support duties to help create an efficient operation. In this role, considerable latitude and discretion is valuable in making good judgment and carrying out assignments. The Administrative Assistant has access to sensitive and confidential information and will be held to a high standard of discretion with such materials.

Embrace Opportunity Village's core values by cultivating positive and meaningful CONNECTIONS with participants and team members, demonstrating ENTHUSIASM, high standards of PRODUCTIVITY, authentic STEWARDSHIP, and consistent participation in individual and team DEVELOPMENT.

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, signage and emails; General clerical duties including photocopying, faxing, mailing and laminating.
  3. Must be able to meet all requirements of OV vehicle polices and travel:
  • To worksite locations
  • Within the community
  1. Keep and update records of business contacts (i.e. mailing and e-mail addresses, and telephone numbers).
  2. Assist with a wide range of administrative tasks, which also include processing department purchase requisition as needed and oversee all contract management for the team.
  3. Answer, screen, and transfer inbound phone calls and emails, including daily monitoring of the Opportunity Village events information line and email address.
  4. Resolve complaints, issues, and concerns pertaining to services received/provided.
  5. Receive and direct visitors and clients.
  6. Oversee the master Events FMX calendar used, assist with scheduling event labor as needed.
  7. Manage multiple calendars within Outlook.
  8. Prepare agendas and required meeting logistics.
  9. Record, compile, transcribe and distribute minutes of meetings.
  10. Maintain a system of department materials, both electronic and hard copy documentation.
  11. Complete expense and mileage reports.
  12. Resolve administrative problems and inquiries. Prepare written responses to routine inquiries.
  13. Open, sort, and distribute inter-office correspondences and mail.
  14. Maintain office supply inventories.
  15. Develop relationships to maintain a high-level of service for internal and external stakeholders.
  16. Assume MOD responsibilities as needed during HallOVeen and the Magical Forest.
  17. Provide on-site support for OV signature events and third party events, as needed.
  18. Attend OV fundraising events and provide on-site support, as needed.
  19. Undertake special projects and assignments as directed.
  20. May be assigned other duties as needed

SUPERVISORY RESPONSIBILITIES

  • This position will assist with task oversight of team members, community partners, volunteers and external vendors participating in the set-up, execution, and strike of any Opportunity Village project or event, as needed.

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, team members, and supervisors (verbal and written).
  • Ability to effectively present information to top management, donors, Board Members, and guests.
  • Ability to define problems 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.
  • Ability to maintain a positive and enthusiastic outlook.
  • Ability to work independently and to set and adhere to deadlines.
  • Must possess excellent customer service skills and social perceptiveness to respond in a calm, kind and professional manner to common inquiries, criticisms or complaints while working in a fast-paced and noisy environment.
  • Ability to interpret instructions, gain knowledge, and have initiative.
  • Be organized and detail oriented with the ability to set priorities and manage multiple tasks and deadlines.
  • Ability to resolve multiple complex issues simultaneously while remaining calm in stressful situations.
  • Have a commitment for excellence in work.

EDUCATION AND EXPERIENCE

  • Required: Five (5) years' experience working in an office setting; of which three (3) years in an office manager or an administrative assistant role.
  • Required: Computer knowledge and must be proficient in Microsoft Office products (i.e. Word, Excel, Outlook, Publisher and PowerPoint), database management systems, and project management software.
  • Preferred: Bachelor's degree in Business Management, Nonprofit Management or related field or equivalent.
  • 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 a team member 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 50 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 a highly active environment.
  • 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.

SUMMARY

The Events Administrative Assistant provides direct support to the Director of Event Services and the Event Team. The Administrative Assistant is a key role on the Team. This person will possess a thorough knowledge of principles and practices of office management. A successful incumbent will be able to perform a wide range of administrative and office support duties to help create an efficient operation. In this role, considerable latitude and discretion is valuable in making good judgment and carrying out assignments. The Administrative Assistant has access to sensitive and confidential information and will be held to a high standard of discretion with such materials.

Embrace Opportunity Village's core values by cultivating positive and meaningful CONNECTIONS with participants and team members, demonstrating ENTHUSIASM, high standards of PRODUCTIVITY, authentic STEWARDSHIP, and consistent participation in individual and team DEVELOPMENT.

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, signage and emails; General clerical duties including photocopying, faxing, mailing and laminating.
  3. Must be able to meet all requirements of OV vehicle polices and travel:
  • To worksite locations
  • Within the community
  1. Keep and update records of business contacts (i.e. mailing and e-mail addresses, and telephone numbers).
  2. Assist with a wide range of administrative tasks, which also include processing department purchase requisition as needed and oversee all contract management for the team.
  3. Answer, screen, and transfer inbound phone calls and emails, including daily monitoring of the Opportunity Village events information line and email address.
  4. Resolve complaints, issues, and concerns pertaining to services received/provided.
  5. Receive and direct visitors and clients.
  6. Oversee the master Events FMX calendar used, assist with scheduling event labor as needed.
  7. Manage multiple calendars within Outlook.
  8. Prepare agendas and required meeting logistics.
  9. Record, compile, transcribe and distribute minutes of meetings.
  10. Maintain a system of department materials, both electronic and hard copy documentation.
  11. Complete expense and mileage reports.
  12. Resolve administrative problems and inquiries. Prepare written responses to routine inquiries.
  13. Open, sort, and distribute inter-office correspondences and mail.
  14. Maintain office supply inventories.
  15. Develop relationships to maintain a high-level of service for internal and external stakeholders.
  16. Assume MOD responsibilities as needed during HallOVeen and the Magical Forest.
  17. Provide on-site support for OV signature events and third party events, as needed.
  18. Attend OV fundraising events and provide on-site support, as needed.
  19. Undertake special projects and assignments as directed.
  20. May be assigned other duties as needed

SUPERVISORY RESPONSIBILITIES

  • This position will assist with task oversight of team members, community partners, volunteers and external vendors participating in the set-up, execution, and strike of any Opportunity Village project or event, as needed.

 
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, team members, and supervisors (verbal and written).
  • Ability to effectively present information to top management, donors, Board Members, and guests.
  • Ability to define problems 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.
  • Ability to maintain a positive and enthusiastic outlook.
  • Ability to work independently and to set and adhere to deadlines.
  • Must possess excellent customer service skills and social perceptiveness to respond in a calm, kind and professional manner to common inquiries, criticisms or complaints while working in a fast-paced and noisy environment.
  • Ability to interpret instructions, gain knowledge, and have initiative.
  • Be organized and detail oriented with the ability to set priorities and manage multiple tasks and deadlines.
  • Ability to resolve multiple complex issues simultaneously while remaining calm in stressful situations.
  • Have a commitment for excellence in work.

EDUCATION AND EXPERIENCE

  • Required: Five (5) years’ experience working in an office setting; of which three (3) years in an office manager or an administrative assistant role.
  • Required: Computer knowledge and must be proficient in Microsoft Office products (i.e. Word, Excel, Outlook, Publisher and PowerPoint), database management systems, and project management software.
  • Preferred: Bachelor’s degree in Business Management, Nonprofit Management or related field or equivalent.
  • 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 a team member 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 50 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 a highly active environment.
  • 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 -not applicable-  
Rate of Pay DOE  
Exempt/Non-Exempt Exempt  
Req Number CLE-24-00001  
Open Date 3/25/2024  
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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