Administrative Assistant/Meeting and Event Coordinator

Summary The Administrative Assistant/Meeting and Event Coordinator reports to the Assistant Circuit Executive for Project Management. This position assists in leading the planning, organizing, and implementation of meetings, conferences, and events. The incumbent also discharges administrative, clerical, and technical responsibilities for the Circuit Executive's Office. Responsibilities The position provides administrative and technical assistance to ensure the smooth and efficient management of the office and the coordination of meetings, conferences, and other events, including but not limited to the Court administrative meetings and the biennial circuit judicial conference. Incumbent also provides administrative support to the Circuit Executive and Deputy Circuit Executive as needed. DUTIES AND RESPONSIBILITIES: Provide office support and assistance in leading the administrative and event coordination functions of the office, which may include any or all the following duties and responsibilities. Lead the coordination of conferences, meetings, court ceremonies, and events, including primary planning, coordinating, and organizing catering needs, implementation, and post-event follow-up responsibilities. Assist in the preparation, printing and distribution of agendas, meeting materials, and minutes of proceedings. Prepare name plates, name badges, and signage as needed. Serve as onsite project lead monitoring and supporting meetings and events. In addition to event coordination, the incumbent is expected to independently lead and manage assigned projects, events, and administrative initiatives from planning through completion. Prepare, proofread, and edit materials drafted by others for accuracy, proper grammar, and spelling. The incumbent must demonstrate exceptional attention to detail in managing logistics, communications, scheduling, and event materials to ensure all activities are executed accurately and professionally. Assist other office personnel with projects as directed and under coordination with immediate supervisor. Arrange meetings or other events including notifications to participants and logistical coordination. Arrange travel, prepare travel itineraries, and prepare travel vouchers ensuring that policies and procedures are followed. Prepare correspondence, reports, form letters, and documents. Maintain correspondence and invitations for Court events, such as investitures and portrait ceremonies. Assist in compiling spreadsheets, writing reports, and making recommendations pertaining to projects within the Project Management team. Perform receptionist duties such as: serving as primary telephone contact for the Circuit Executive's Office, maintaining telephone coverage schedule, answering routine questions, and directing visitors/callers to the appropriate person or department. Maintain and update internal circuit court directories to ensure information is current and accurate. Print final materials. Maintain, update, and track paper and electronic files; make copies and deliver documents to staff. Responsible for the organization and maintenance of the Project Management team records. Coordinate room reservations (courtrooms, judicial council room, attorneys' lounges, and courthouse meeting areas). Maintain Circuit Executive Office calendars. Assemble materials for mailing, ensuring appropriate attachments are included. Process mail requiring special handling including courier and overnight mailings. Receive and route all incoming materials from within the court to appropriate individuals in the office. Receive and route incoming and outgoing mail to appropriate persons or offices. Submit requests for generally purchased office supplies. Assist in maintaining office reference materials, such as administrative manuals, internal controls, and bulletins. Print final materials. Perform other functions within the Circuit Executive's Office as assigned. Requirements Conditions of Employment Applicants must be a United States citizen or eligible to work for the federal government. All applicant information is subject to verification. All offers of employment are provisional pending successful completion of a background check or investigation and a favorable employment suitability determination. It is the policy of this court that all new personnel are hired for a twelve-month initial probationary period, at the end of which time their work and progress will be evaluated. All court employees are required to adhere to the Code of Conduct for Judicial Employees. Employees of the United States Circuit Court are considered "at-will" employees, and, as such, may be terminated with or without cause. The Office of Personnel Management civil service position classification standards and appeal procedures do not apply to federal court employees. This position is subject to Electronic Funds Transfer (EFT) for payroll deposit. Qualifications REQUIRED QUALIFICATIONS: One year of specialized experience. Specialized experience includes progressively responsible clerical or administrative experience requiring the regular and recurring application of clerical procedures that demonstrate the ability to apply a body of rules, regulations, directives, or laws and involve the routine use of specialized terminology and automated software and equipment for word processing, data entry or report generation. PREFERRED QUALIFICATIONS AND SKILLS: Preference will be given to applicants who possess the following: An undergraduate degree from an accredited college or university. More than two years of specialized experience including progressively responsible clerical or administrative experience which demonstrates the particular knowledge, skills, and abilities to successfully perform the duties of this position. Experience planning, coordinating, and managing meetings, conferences, ceremonies, and special events, including logistics, scheduling, vendor coordination, and on-site event support. Government administrative experience. Experience working in a federal court or in a legal environment. Education This job does not have an education qualification requirement. Additional Information REQUIREMENTS: Incumbent must present a professional demeanor and possess exceptional interpersonal and organizational skills. The substantial amount of interpersonal communication required in the fulfillment of the duties and responsibilities of the position makes it necessary that the candidate manifest the highest degree of professionalism, poise, courtesy, and tact at all times. Must possess the ability to maintain strict confidentiality of all court matters and demonstrate sound ethics and good judgment. Incumbent must have the ability to interpret and adhere to the court's policies, procedures, practices, and guidelines related to office administration. Ability to understand and use legal terminology. Ability to work independently, prioritize, multitask, and possess excellent attention to detail. Skill in spelling, grammar, proofreading, and attention to detail. Ability to communicate effectively (orally and in writing) to individuals and groups to provide information. The incumbent must demonstrate exceptional attention to detail in managing logistics, communications, scheduling, and event materials to ensure all activities are executed accurately and professionally. Ability to interact effectively and appropriately with the public, providing customer service and resolving difficulties while complying with regulations, rules, and procedures. Ability to interact tactfully with a wide variety of people. In addition, must be dependable, a team player, and capable of working effectively in a high volume, fast paced office. Skill and accuracy in data entry and performing numerical calculations. A strong knowledge of Microsoft Office 365 products, including Word, Excel, and Publisher. Skill or ability to develop skill with design software. Skill in using a multi-line telephone efficiently. Skill in keyboarding, typing, and data entry. Ability to lift and move files, materials, and equipment (approximately up to 50 pounds). Occasional travel may be required.