Administrative Assistant, Hospitality and Private Events
The Hospitality and Private Events department of the Skirball Cultural Center seeks a conscientious Administrative Assistant. Reporting to the Vice President of Hospitality and Private Events, the Administrative Assistant will be responsible for in-house meetings, non-profits, and small events. The position provides administrative coordination for department booking events.
Responsibilities
General Office Administration
- Provides basic administrative support to the organization and functioning of the department; and serves as administrative assistant to the Vice President of Hospitality and Private Events.
- Prepares a wide variety of routine correspondence, forms, reports, mailings, and other lists using word processing, database, spreadsheet, or other software applications
- Sets up, maintains, and updates department files under general supervision
- Gathers and organizes data and prepares documents and reports for review as directed
- Assists in monitoring expenses to department budget; processes invoices and check requests; maintains petty cash; orders and stores office supplies
- Acts as department receptionist; meets, greets, and escorts visitors
- Coordinates maintenance, repair or replacement of office equipment including computers, telephone systems, copiers, fax machines, media equipment and other types of office equipment; ensures printers, copiers and fax machines are supplied with paper and toner
- Develop and maintain administrative and clerical skills through seminars, workshops, or other forms of education
Event Coordination and Administrative Support
- Gathers and organizes information and materials for presentation to clients; responds to client emails and phone inquiries
- Assists with coordinating internal meetings and training sessions; coordinates rooms and refreshments; secures necessary media equipment
- Maintains calendar bookings, schedules program/department and supervisor appointments as directed; updates calendar and ensures appropriate parties are informed through creation of event order confirmation
- Performs all duties in accordance with the Skirball’s mission and vision
Qualifications
- Two or more years of clerical/administrative experience
- Previous experience within social, corporate, or nonprofit events
- Thorough knowledge of business English, spelling, punctuation, and general office practices and procedures
- Basic math skills sufficient to monitor routine budgets, calculate/balance invoices, and similar
- Proficient computer skills to include Word, Excel, Outlook, Financial Edge event planning software; previous experience with Ungerboeck preferred
- Excellent oral and written communication skills
- Must be able to work independently, as a team player, and cross-functionally with all other Skirball departments
- Must be able to work flexible hours which will include evenings and weekends
Please send resume and cover letter, preferably by email, to:
Human Resources
Re: Administrative Assistant, Hospitality and Private Events
Skirball Cultural Center
2701 N. Sepulveda Blvd.
Los Angeles, CA 90049
hr@skirball.org
