Events Administrative Assistant

Primary Purpose:

Responsible for managing special events for the Center for Educator Success. Assist in planning programs for student and/or teacher training and professional development for annual events, conferences, and other related community events. Responsible for general record keeping, maintaining department calendar of events, managing communications, knowledge management, and reporting for the division.

Qualifications:

Education/Certification:

• High school diploma or GED certificate
• Paraprofessional certification preferred

Special Knowledge/Skills:

• Ability to communicate effectively (verbal and written) using proper English

• Ability to use a personal computer including use of the following software:

• Microsoft Word

• Excel

• PowerPoint

• Adobe Acrobat Professional

• Microsoft OneNote and TEAMS

• Ability to work with numbers in a rapid and accurate manner

• Ability to organize, prioritize and meet established deadlines

• Ability to maintain well-organized and accurate records

• Ability to maintain accurate and auditable records

• Ability to communicate internally and externally with numerous stakeholders

Experience:

• Three years of high-level administrative assistant experience.
• Three years, or the equivalent, in related job experience

Major Responsibilities and Duties:

• Organize CES division to execute on all events hosted by the division including professional development, annual events, conferences and related community events. Assist in the planning of programs for student and/or teacher training and professional development for annual events, conferences, and other related community events.
• Maintain CES Division calendar communicating key events with all stakeholders.
• Assist in the preparation of workshops, conferences, and leadership development.
• Work with the Partnerships and Certification Team and Communications and Marketing and Client Engagement divisions to create flyers and one pagers for workshops, conferences, and annual events.
• Share financial documents for processing by the Financial Administrative Assistants including post payment authorizations, purchase orders, budget amendments, and other financial paperwork for the division and specialists.
• Assist in the planning and preparation of budgets.
• Assist in submission of HCDE Board Agenda items, as well as contracts.
• Provide leadership to other support staff in the division and assist in ensuring completeness, accuracy and timelines of completion of reports.
• Develop, maintain, and distribute as required specialized records and reports.
• Prepare and maintain a variety of spreadsheets and databases.
• Book rooms for meetings and special events.
• Draft correspondence, edit documents, and take minutes of meetings. Maintain confidentiality of records and meetings.
• Maintain good relationships with department personnel, clients and public.
• Serve on HCDE committees and participate in functions supporting the organization's mission.
• Perform other duties as assigned.