Administrative/Event Assistant

Skidmore College•Saratoga Springs, NY

16d•$24 - $26

About The Position

The Administrative/Event Assistant provides a wide range of duties to ensure the success of various projects, initiatives, and events for which the Office of Stewardship and College Events is responsible, including, but not limited to, Commencement, Homecoming and Family Weekend activities, the Freirich Business Plan Competition, Palamountain Scholarship Benefit, President’s Society Event, Opening Reception, New Student Convocation, Founder’s Day, annual Fox-Adler and Harder endowed lectures and associated receptions and dinners, Community Leaders Breakfast, and additional events as they arise. This position is also responsible for administrative duties in support of stewardship and donor engagement efforts, management and oversight of office supplies/space organization as well as the training and oversight of student workers in Stewardship and College Events. Responsibilities include, but are not limited to: Providing support to a variety of events with internal and external constituents: instrumental in supporting the planning and implementation of Commencement events; assisting with the planning and implementation of the annual Palamountain Scholarship Benefit (approx. 300 attendees); non-recurring event support and and coordination as those events arise in addition to regular workload. Program support: assisting with planning and implementing annual campus events such as the Freirich Entrepreneurship Competition, StartUp Skidmore, and endowed lectures; updating/maintaining database (using Raisers Edge) of past participants and managing electronic mailing lists. General office duties: managing list generation and creating mail merges as needed; making logistical arrangements for on- and off-campus events; submitting work orders for Facilities, Dining Services, and Media Services; and serving as first responder to phone and email inquiries, and providing help and information. Assisting with the training and task management of student workers: works closely with student workers in managing and organizing workflow; lead role in training student workers on software, procedures, and office policies. Responsible for processing all check requests in Oracle, and keeping track of payment deadlines for vendors.

Requirements

High School Diploma or Equivalent Required
Proficiency in software applications including Word, Excel, and Publisher
Ability to successfully handle multiple tasks simultaneously
Ability to work independently
Ability to interact with many different and diverse constituencies
Ability to maintain a high-level of confidentiality
Ability to work well in a very fast-paced, high-volume, deadline-driven environment
Ability to present oneself professionally when representing Skidmore at events on and off-campus
Excellent organizational and interpersonal skills are necessary in the position of Administrative/Event Assistant in an office that, with great activity and intensity, serves as a locus of communication for virtually all the constituent groups, both internal and external, which the College relies upon in order to have a thriving future.

Responsibilities

Providing support to a variety of events with internal and external constituents
Instrumental in supporting the planning and implementation of Commencement events
Assisting with the planning and implementation of the annual Palamountain Scholarship Benefit (approx. 300 attendees)
Non-recurring event support and and coordination as those events arise in addition to regular workload
Assisting with planning and implementing annual campus events such as the Freirich Entrepreneurship Competition, StartUp Skidmore, and endowed lectures
Updating/maintaining database (using Raisers Edge) of past participants and managing electronic mailing lists
Managing list generation and creating mail merges as needed
Making logistical arrangements for on- and off-campus events
Submitting work orders for Facilities, Dining Services, and Media Services
Serving as first responder to phone and email inquiries, and providing help and information
Assisting with the training and task management of student workers
Works closely with student workers in managing and organizing workflow
Lead role in training student workers on software, procedures, and office policies
Responsible for processing all check requests in Oracle, and keeping track of payment deadlines for vendors.