Events and Administrative Assistant

State of Virginia•Fairfax, VA

45d•$19•Hybrid

About The Position

The Events and Administrative Assistant will assist the Undergraduate Office with event management, including, but not limited to, working closely with internal and external clients, event scheduling and planning, event logistics and execution, managing event budgets, and social media.

Requirements

Superior communication skills, both spoken and written;
Excellent time management and problem-solving skills;
Excellent organizational skills, detail-oriented, and accuracy driven;
Demonstrated ability to work independently and collaboratively, following direction, and taking initiative;
Ability to respond to tasks with a sense of urgency and manage multiple projects and deadlines effectively;
Ability to perform duties with a high level of professionalism, flexibility, integrity, diplomacy, and tact;
Ability to work with people of diverse backgrounds;
Ability to work a flexible schedule, including evenings and weekends as needed; and
Proficiency in MS Office and willingness to learn new programs as needed.

Responsibilities

Planning and coordinating all events and activities scheduled both external (non-Mason) and internal (Carter School and other Mason groups) at the Fairfax and Arlington campuses in support of the Carter School's goals and mission;
Working with faculty and staff on Carter School events, coordinating with other key members of the Undergraduate team and Events Manager to streamline between the Graduate and Undergraduate teams;
Responsible for answering inquiries, managing events calendar, scheduling events, managing registration, arranging catering and other logistics (e.g., additional equipment and/or AV support, hotels, shuttle service, etc.), providing advice and support to event leaders on strategies and procedures, event set up, providing support during events including AV, event tear down, event assessment, tracking event participation and evaluation, and producing reports as needed post events;
Assisting with event budgets, invoicing, event agreements, and payments;
Composing and scheduling weekly events newsletter through Constant Contact;
Keeping the Carter School website events page updated using 25Live;
Managing the Undergraduate Instagram page advertising events and other undergraduate marketing content; and
Creating event marketing materials, and working with the social media team to promote upcoming events.
Managing incoming calls and emails to the Carter School phone lines and email accounts as needed;
Directing prospective and current students to appropriate resources;
Reserving classroom space based on faculty inquires at the Fairfax campus;
Ordering office supplies;
Other administrative support duties as assigned.