Office Coordinator Sr. (LOS ANGELES, CA BASED)

Arizona State University • Los Angeles, CA

6d • $71,000 - $75,000 • Onsite

About The Position

Arizona State University (ASU) in Downtown Los Angeles is looking for a professional, detail-oriented Office Coordinator Sr to join the team. The Office Coordinator Sr manages student employees and supports administrative operations, special projects and meetings/events for the ASU California Center. Administrative responsibilities include creating and maintaining a Salesforce invitation database; tracking and compiling information for monthly and annual reports; updating website content; hosting internal and external meetings; setting up and break down for events and coordinating and conducting building tours. The position may serve as an occasional back-up front desk receptionist which includes greeting and checking in visitors, alerting staff of their visitors, answering the main telephone line, directing calls to appropriate staff, and answering questions about ASU and the ASU California Center. Meeting and event responsibilities include coordinating and supporting use of the shared conference rooms across a two building center, using Mazevo software to reserve meeting space, set up meeting rooms with materials and catering, basic audio visual set up and support and coordinating with the space user and guests during the meeting to ensure all needs are met from arrival to departure. The Office Coordinator Sr will assist with the collection of event related contracts and forms, create space diagrams and provide seasonal support for events in Grand Hope Park. The position also plans and executes quarterly culture building activities for employees at the ASU California Center. Successful candidates will be friendly, reliable, professional, self-directed, curious, able to adapt to quickly changing priorities, and have the ability to get things done despite obstacles. Working hours are generally Monday through Friday 8am-5pm, but will be flexible to accommodate evening and weekend programming. This is a fully in-person position based in Los Angeles, CA.

Requirements

• Bachelor's degree and three (3) years of experience appropriate to the area of assignment/field; OR, Any equivalent combination of experience and/or training from which comparable knowledge, skills and abilities have been achieved.

Nice To Haves

• Experience providing administrative support in a professional office setting
• Experience greeting and assisting visitors at a reception or information desk
• Experience coordinating the use of meeting space including ordering catering, reserving meeting space, setting up meeting rooms and assisting guests using the meeting space
• Experience coordinating employee events including creating and sending invitations, tracking RSVPs and ordering catering
• Excellent communication and interpersonal skills, including the ability to effectively communicate information about ASU programs and the facility during tours
• Demonstrated attention to detail
• Experience adapting to changing needs in a dynamic environment with short deadlines
• Solutions-focused approach to “make it work” no matter the obstacle
• Experience working with students, interns or volunteers
• Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint), Zoom, Google Docs, Dropbox, Slack
• Knowledge or experience with Salesforce or other CRM software
• Knowledge of project management software, Asana, Wrike
• Knowledge of CVENT, Stova or other event management software preferred
• Knowledge of EMS or Mazevo event management software preferred

Responsibilities

• Perform a variety of administrative tasks in support of building and event operations including meeting scheduling and onsite support, creation and collection of event related contracts and materials.
• Serve as the manager for student employees; approve time for approx. 6 students, manage work schedules, training, hiring and task/project direction.
• Lead individual and group building tours, providing information about ASU programs at the ASU California Center.
• Coordinate and support meetings across two buildings for internal users and external partners at the ASU California Center, reserving meeting space, ordering and/or setting up catering, confirming meeting room set up, checking in guests, coordinating technology support, and ensuring all meeting needs are met.
• Compile detailed and accurate monthly and annual reports for senior leadership
• Regularly update web pages with upcoming events, new employees and program information.
• Create and maintain Salesforce database for event invitations.
• Configure and champion the use of Mazevo event software to building users, attend meetings with Mazevo users across the university, adopt best practices for space in LA, create reports and enter event information.
• Other duties as assigned

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level