Administrative Support Specialist - Events

Administrative Support Specialist – Events

The Administrative Support Specialist – Events is the primary support for managing the event registration lists and process, packing/shipping event materials, and assisting with tracking and distributing session materials. In addition, this position shares responsibility for executing all administrative needs of the organization.

Essential Responsibilities

(50%) Provides administrative support for the organization's meetings and events. This work may include, but is not limited to:

• Managing pre-event lists and registrations;
• Packing and shipping materials for events;
• Preparing and tracking the distribution of session materials for all speakers.

(40%) Completes other shared administrative tasks to support the daily operations of the organization. This work includes, but is not limited to:

• Supporting membership database updates as the primary owner;
• Processing updates to member profiles, addresses, and other relevant details;
• Coordinating the ordering of supplies and tracking inventory to ensure items are on-hand as needed;
• Answering phones and providing outstanding service;
• Supporting the administrative needs of other staff members
• Providing administrative support to the chapter services team, including the preparation of discipline letters.
• Maintain Scholarship Key and Initiation Book inventories, including mailing as requested.

(10%) Processes and ships merchandise orders. This work may include, but is not limited to:

• Coordinating order details with vendors and shipping carriers to ensure timely arrival;
• Tracking merchandise shipments and updating internal records to maintain accurate inventory and delivery status;
• Communicating with members to resolve order inquiries, delays, or issues promptly.

Qualifications

• 3+ years of experience in an administrative role;
• Excellent communication and interpersonal abilities;
• Ability to analyze challenges and implement effective solutions;
• Proficiency in Microsoft Office and collaboration tools.

Environment

This position requires the ability to work in a stationary position for several hours, more than 80% of the time. This position also requires the ability to move items up to 50lbs occasionally, and to inspect inventory and merchandise items for accuracy. The work environment is an air-conditioned, smoke-free office environment. This position routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets. This position occasionally may require local, day travel, and infrequent overnight travel.

Disclaimer

This job description is designed to provide a general overview of the requirements of the job and does not entail a comprehensive listing of all activities, duties, or responsibilities that will be required. The organization reserves the right to modify this job description at any time, including assigning or reassigning job duties or eliminating this position at any time.