Administrative Assistant/Meeting and Event Coordinator

Administrative And Technical Assistant

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 include:

• Providing office support and assistance in leading the administrative and event coordination functions of the office.
• Leading the coordination of conferences, meetings, court ceremonies, and events, including primary planning, coordinating, and organizing catering needs, implementation, and post-event follow-up responsibilities. Assisting in the preparation, printing and distribution of agendas, meeting materials, and minutes of proceedings. Preparing name plates, name badges, and signage as needed. Serving as onsite project lead monitoring and supporting meetings and events.
• Independently leading and managing assigned projects, events, and administrative initiatives from planning through completion.
• Preparing, proofreading, and editing materials drafted by others for accuracy, proper grammar, and spelling.
• Demonstrating exceptional attention to detail in managing logistics, communications, scheduling, and event materials to ensure all activities are executed accurately and professionally.
• Assisting other office personnel with projects as directed and under coordination with immediate supervisor.
• Arranging meetings or other events including notifications to participants and logistical coordination. Arranging travel, preparing travel itineraries, and preparing travel vouchers ensuring that policies and procedures are followed.
• Preparing correspondence, reports, form letters, and documents. Maintaining correspondence and invitations for Court events, such as investitures and portrait ceremonies.
• Assisting in compiling spreadsheets, writing reports, and making recommendations pertaining to projects within the Project Management team.
• Performing 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.
• Maintaining and updating internal circuit court directories to ensure information is current and accurate. Printing final materials.
• Maintaining, updating, and tracking paper and electronic files; making copies and delivering documents to staff. Responsible for the organization and maintenance of the Project Management team records.
• Coordinating room reservations (courtrooms, judicial council room, attorneys' lounges, and courthouse meeting areas).
• Maintaining Circuit Executive Office calendars.
• Assembling materials for mailing, ensuring appropriate attachments are included. Processing mail requiring special handling including courier and overnight mailings.
• Receiving and routing all incoming materials from within the court to appropriate individuals in the office. Receiving and routing incoming and outgoing mail to appropriate persons or offices.
• Submitting requests for generally purchased office supplies.
• Assisting in maintaining office reference materials, such as administrative manuals, internal controls, and bulletins. Printing final materials.
• Performing other functions within the Circuit Executive's Office as assigned.