Administrative Assistant II Event Services - PT

Davidson College•Davidson, NC

22h•Onsite

About The Position

This position provides administrative support for the Event Services department, focusing on event systems and operations, office management, and financial tasks. The role involves managing a campus scheduling platform, handling front desk duties, processing invoices, and assisting with staff scheduling. The ideal candidate will have strong organizational and communication skills, with a high degree of accuracy in data entry and financial tasks. This is a part-time position.

Requirements

High school diploma or equivalent.
At least 2 years of administrative experience, preferably in event services, administrative coordination, hospitality, or office management.
Proven experience handling high-volume data entry, database tracking, billing, invoicing, or basic spreadsheet management with a very high degree of accuracy.
Strong organizational skills with a demonstrated ability to manage routine tasks, keep track of deadlines, and handle multiple concurrent inquiries calmly.
Polished, approachable public demeanor with a dedication to collaborative customer service.
Excellent written communication skills, with experience using template-based formats to draft structured corporate or university emails.
Proficiency with Microsoft Office Suite (particularly Excel and Outlook) and standard cloud document tools (Google Drive).

Nice To Haves

Associate’s degree or higher preferred.

Responsibilities

Support the daily data integrity and ongoing administration of the Ad Astra campus scheduling platform.
Track reservation data to identify and resolve outstanding details for incoming requests.
Provide administrative support and platform troubleshooting for campus event schedulers.
Manage the office front desk, including answering phones, managing the Special Events inbox, and responding to campus inquiries.
Oversee daily office facility operations, including processing work orders, routing deliveries, coordinating key allocations, and managing meeting space usage.
Monitor and manage inventory for office supplies and event resources, processing purchase orders and restock requests.
Manage day-to-day invoice processing, financial entry, and credit card reconciliations.
Collaborate with the Administrative Coordinator to align budget tracking and ensure prompt invoice processing.
Support the Director of Event Services in coordinating personnel schedules and processing hours tracking for technical coverage of campus events.