Conference Center Administrative Assistant

Marymount University • Arlington, VA

398d • $57,200 - $57,200

About The Position

The Conference Center Administrative Assistant at Marymount University plays a crucial role in providing administrative and organizational support for the university's conference and event facilities. This position is responsible for coordinating logistics, managing bookings, and ensuring high-quality customer service for university departments, faculty, students, and external clients utilizing the conference center.

Requirements

• Previous administrative experience, preferably in event planning or conference services.
• Strong organizational and time-management skills, with the ability to handle multiple tasks and priorities.
• Excellent written and verbal communication skills, with a focus on customer service.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and basic office equipment.
• Experience with event management software or booking systems is a plus.
• Ability to work independently, as well as part of a team.
• Flexibility to work some evenings and weekends as needed for events.
• Strong attention to detail and problem-solving skills.

Nice To Haves

• Associate's or Bachelor's degree in Event Management, Hospitality, Business Administration, or related field.
• Experience in a university or higher education environment.
• Knowledge of audio-visual equipment and event technology.

Responsibilities

• Assist in managing event reservations and scheduling for the conference center, ensuring availability and appropriate resources are assigned to each event.
• Serve as the primary point of contact for clients, event planners, and guests, responding to inquiries and confirming event details.
• Assist with event set-up and breakdown, coordinating with internal and external vendors to meet all event requirements.
• Perform general administrative duties such as answering phones, managing email correspondence, and maintaining event files.
• Assist with preparing event contracts, tracking payments, processing invoices, and maintaining financial records related to events.
• Communicate effectively with university staff and external clients to ensure event requirements are understood.
• Ensure that event materials, signage, promotional items, and equipment are prepared and ready prior to each event.
• Assist with coordinating the technical aspects of events, including audio-visual setup and troubleshooting basic tech issues.
• Collect and track feedback from event organizers and participants to assess satisfaction and identify areas for improvement.
• Help monitor and manage inventory of conference materials and supplies.

Benefits

• Health insurance eligibility
• Paid holidays
• Professional development opportunities

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Educational Services
• Education Level: Associate degree