Senior Administrative Coordinator for Signature Events

Loyola Marymount University•Westchester, IL

4d•$26 - $32

About The Position

The Senior Administrative Coordinator provides comprehensive administrative support to the Signature Events team by managing documents, processing financial transactions and assisting with the coordination of event reservations. This role ensures smooth day to day departmental functioning through meticulous organization, communication, and oversight of event related administrative tasks.

Requirements

Typically a Bachelor’s Degree in Business, Communications or related field or equivalent experience. Incumbent will be expected to continue upgrading knowledge, skills, and abilities needed to keep abreast of regulation/policy changes.
Minimum four years of administrative support work experience including in a customer service, hospitality, or hotel setting.
Demonstrated knowledge in the areas of: reservation, registration or front desk department working with a rooms management or other inventory control database.
Exemplary communication skills (both written and oral) evidenced by background in preparing comprehensive reports and executive summaries incorporating complex, highly technical information.
Highly developed organizational and leadership skills.
Demonstrated computer competency and preferably knowledgeable of Microsoft Word and Excel systems.

Responsibilities

Manage administrative workflows for event logistics, including coordinating rental orders, submitting requests, and organizing pickups and deliveries.
Manage purchasing and tracking of event supplies, including organizing receipts, orders, will call pickups, and vendor coordination. Process invoices, reconcile expenses, and maintain accurate financial records and supporting documentation.
Create, update, and organize Smartsheets, Box folders, forms, and other departmental documents to ensure consistent administrative tracking.
Handle event related printing needs such as menus, name cards, and signage; prepare and format printed materials and ensure their placement.
Support inventory tracking and documentation for event supplies and materials.
Prepare and update event reservations, diagrams and verify details related to Mazevo reservations and space setups.
Conduct administrative checks of event spaces, coordinate walk throughs, and submit Facilities Management requests when needed.
Provide day of administrative support including coordinating tech checks, communicating with ITS, and supporting onsite event needs.
Perform research on venues, activities, hotels, and restaurants to support event planning documentation.
Perform other duties as needed.