Special Events and Admin Asst.

The Special Event and Administrative Assistant is an as-needed position that provides administrative and operational support to Youth and Adult Programs, Health Services, the Executive Leadership Team, and other departments throughout the organization. The position assists with the planning, coordination, and execution of special events and community activities and provides general administrative and office support as needed. The individual in this role must be organized, adaptable, customer-service oriented, and able to manage multiple priorities while maintaining a professional and welcoming environment for clients, guests, volunteers, and staff. This position may be required to work evenings and weekends based on organizational and event needs. Mission: To enable and empower people who are blind or low vision to realize their full potential. Qualifications Roles and Responsibilities: Essential Functions and Responsibilities Special Events and Community Activities Assist with planning, coordinating, and executing organizational and community events. Set up, arrange, and break down meeting and event spaces. Assist with ordering food, beverages, supplies, and other event materials. Track RSVPs, attendance, and other event-related information. Assist with coordinating event logistics and timelines. Communicate with staff, clients, guests, volunteers, vendors, and other participants to support successful events. Provide on-site event assistance and troubleshooting as needed. Coordinate event activities with minimal supervision while maintaining established procedures and timelines. Work evenings, weekends, or other nontraditional hours when required to support special events. Administrative and Office Support Provide administrative support to management and leadership staff, including Directors, Vice Presidents, and the CEO. Perform general office duties, including answering telephones, responding to emails, filing, data entry, scheduling, document preparation, and other administrative tasks. Assist departments with administrative coverage and operational needs as assigned. Prepare, organize, and maintain documents, records, correspondence, and other materials. Assist with billing-related or other administrative processes using applicable organizational software. Utilize Microsoft Office applications, including Microsoft Teams, Outlook, Word, and Excel, as well as other technology and software required to perform assigned duties. Utilize assistive technology and other accessibility tools as necessary to perform job responsibilities. Customer Service and Communication Provide professional, courteous, and responsive customer service to clients, guests, volunteers, staff, and community members. Communicate effectively and professionally with individuals at all levels of the organization. Demonstrate patience, empathy, respect, and professionalism when interacting with individuals with disabilities and other members of the community. Respond appropriately to questions, requests, and routine concerns and refer matters to the appropriate staff member when necessary. Maintain confidentiality and handle sensitive information appropriately. Organization and Time Management Manage multiple assignments, projects, and priorities effectively. Demonstrate strong organizational, time-management, and prioritization skills. Monitor event schedules and deadlines to help ensure activities are completed efficiently and on time. Adapt to changing priorities, schedules, and operational needs. Exercise sound judgment when working independently and identify when additional guidance or assistance is needed. Maintain attention to detail and accuracy in completing assigned duties. Team Support and General Duties Work collaboratively with staff throughout the organization and provide support to other departments as needed. Assist with departmental coverage during staff absences or periods of increased workload. Maintain a professional and cooperative working relationship with coworkers, leadership, clients, volunteers, and community partners. Participate in required training and professional development activities. Perform other duties and responsibilities as assigned in support of the organization's mission and operations. Required Qualifications Education High school diploma or equivalent required. Experience One to three years of administrative, office support, or related experience preferred. Previous customer service experience preferred. Experience working with individuals who are blind, low vision, or have disabilities preferred. Experience working with youth and/or adults preferred. Experience assisting with events or event coordination is preferred. Knowledge, Skills, and Abilities The successful candidate must demonstrate the following knowledge, skills, and abilities: Excellent customer service and interpersonal skills. Effective verbal and written communication skills. Ability to communicate professionally with clients, guests, volunteers, coworkers, and leadership at all organizational levels. Strong organizational and time-management skills. Ability to prioritize and manage multiple tasks and projects simultaneously. Strong attention to detail and accuracy. Ability to work independently with minimal supervision and effectively as part of a team. Ability to adapt to changing priorities and work assignments. Ability to remain professional, patient, and courteous in a customer-service environment. Basic mathematical skills. Ability to maintain confidentiality and exercise appropriate judgment when handling sensitive information. Proficiency with Microsoft Office applications, including Microsoft Teams, Outlook, Word, and Excel. Ability to learn and effectively use billing software, assistive technology, and other computer applications required to perform assigned duties. Ability to develop and maintain the skills and competencies necessary to successfully perform assigned job functions through ongoing training, competency assessments, and performance evaluations. Physical Demands and Working Conditions The physical demands described are representative of those required to successfully perform the essential functions of this position and may include occasional lifting, carrying, moving supplies, setting up event spaces, and other physical activities associated with event and office support. The employee may be required to stand, walk, sit, bend, reach, and perform other physical activities during the course of performing assigned duties. The position may require occasional work outside of normal business hours, including evenings and weekends, based on organizational and event needs. Reasonable accommodations may be provided to enable qualified individuals with disabilities to perform the essential functions of the position, provided such accommodations do not cause undue hardship to the organization. Work is performed in an office environment and can also occur at organizational facilities, community locations, and special event venues. The employee may interact regularly with clients, guests, volunteers, vendors, staff, and members of the public. The position requires flexibility and the ability to work effectively in environments with changing priorities, varying levels of activity, and multiple simultaneous demands. #J-18808-Ljbffr The Lighthouse of Houston