Administrative Assistant

The Events Administrative Assistant supports the Event Manager by completing a high volume of tasks and projects. They will assist with handling an extensive log of the President's Invitations/contact lists and maintain complex filings and databases. They will keep the President, Chief of Staff and Event Manager abreast of information and deadlines requiring action and follow-up. They will also assist Event Manager in administrative tasks associated with event delivery and will have some onsite roles when Event Manager is not available to manager an event.

ESSENTIAL FUNCTIONS/TASKS:

• Own and maintain all internal and external email marketing functions in coordination with the President, the Chief of Staff, the events and marketing/communications teams.
• Identify which events require email campaigns versus personal outreach and execute both on a case-by-case basis.
• Build, design, schedule, and send email campaigns in MailChimp or another approved communications platform, including event invitations, newsletters, reminders, follow-ups, and multi-day sending cadences.
• Assist with event planning and event-related administrative duties, including filing, data entry, invoice tracking, meeting notices, to-do lists, errands, and other assigned project support with some onsite coverage when event manager is unable to be onsite at events.
• Maintain accurate contact data and list hygiene by working with the President to update contact information, managing bounces and unsubscribes, removing undeliverable addresses, and keeping organizational contacts and staffing changes current.
• Build and manage audience segments, tags, and contact categories so campaigns reach the appropriate groups without repeated manual review.
• Track campaign engagement and platform usage, monitor engaged and non-engaged segments, run scheduled re-engagement campaigns, and flag delivery, open-rate, click-rate, or sender-reputation issues early.
• Coordinate with the deliverability consultant as needed on technical setup, segmentation, automation, monitoring, and campaign configuration requirements.
• Assist Event Manager with maintaining the President's events tracker, during database creation and integration with ShowOps.ai.
• Manage invitation tracking with the Event Manager.
• Assist with event planning and event-related administrative duties, including filing, data entry, invoice tracking, meeting notices, to-do lists, errands, and other assigned project support.
• Work with the President to upload, categorize, and maintain contacts for MailChimp deployment and related communications.
• Assist the Travel and Logistics Specialist with the President's travel preparations as needed.
• Perform additional duties and projects as assigned.

• Two or more years of hands-on email marketing experience, preferably with MailChimp or a similar platform such as Constant Contact, SendX, or HubSpot.
• Comfortable building and managing contact lists, segments, tags, categories, automations, and reporting.
• Understanding of email deliverability basics, or willingness to learn and coordinate with IT partners.
• Strong written and verbal communication skills, with an eye for clean, professional design.
• Excellent organizational, prioritization, and time-management skills, including the ability to manage rapidly changing deadlines and competing priorities calmly.
• Strong attention to detail, data accuracy, contact management, listening, and information-retention skills.
• Proficient computer skills, including Microsoft Office and communications or contact-management systems.
• Ability to work independently and collaboratively, exercise discretion and confidentiality, and maintain a positive, can-do attitude in high-pressure situations.
• Ability to work directly with executives; C-level executive administrative support experience is preferred.
• Experience in real estate, arts, nonprofit, or events is a plus.
• Available outside normal business hours as needed.