Administrative Asst., Events & Hospitality

Job Description

Job Description

Title: Administrative Assistant, Events & Hospitality 

Department/Location : Elsah

Position Type : 30 hours/week, 10 months (39-weeks with 9 weeks off) 

Summary

The Administrative Assistant provides customer service, administrative, and operational support for the Events & Hospitality team. Responsibilities include managing guest house reservations and guest communications, maintaining schedules and records, supporting billing and expense tracking, and assisting with event logistics. As a front-facing representative of the College, this position regularly interacts with trustees, senior leaders, donors, alumni, prospective students and families, and other distinguished guests, requiring exceptional professionalism, customer service, diplomacy, discretion, and confidentiality. The role also helps ensure guest house readiness through supply management, facility coordination, and light housekeeping duties. Success in this position requires strong organizational skills, attention to detail, sound judgment, and flexibility to support events and hospitality operations during evenings, weekends, and peak campus events.

Who We Are  

At our award-winning Early Childhood through grade 12 Principia School in St. Louis, Missouri, and top-ranked Principia College in Elsah, Illinois, Principia faculty and staff make up a close-knit community of educators, coaches, and professionals taking a distinct approach to education—blending academic excellence with Christian Science-based character education. Principia’s team of over 500 employees supports not only Principia School and Principia College, but also a worldwide network of alumni and friends. 

At Principia College, our globally-focused curriculum honors diverse perspectives and develops creative changemakers who use their academic skills for good in service to themselves, their communities, and the world. In-depth study meets real-world experience through study abroad programs, internships, capstone projects, and a robust slate of student activities, including a world-renowned mediation team, top-ranked solar car team, and the nation’s oldest student-run public affairs conference.

Principia employees are part of an engaging academic community preparing students to be tomorrow’s leaders, thinkers, and changemakers. We strive to create a collaborative and inclusive environment where everyone feels they belong and are valued.

Primary Responsibilities

• Serves as the primary administrative and hospitality contact for the Principia Guest House, providing exceptional customer service and professional support to guests and constituents. Exercises sound judgment, diplomacy, discretion, and confidentiality while interacting with trustees, senior leaders, alumni, donors, prospective students and families, visiting dignitaries, and other distinguished guests
• Coordinates and supports the daily operations of the Principia Guest House, including managing reservations, guest communications, confirmations, payments, check-in/check-out processes, occupancy records, and scheduling systems
• Ensures guest house readiness through coordination with housekeeping and facilities, purchasing and replenishing supplies, and assisting with light housekeeping, laundry, and general upkeep to maintain a welcoming and professional guest experience
• Anticipates guest and stakeholder needs, proactively resolving issues and ensuring a positive experience that reflects Principia's standards of hospitality and service
• Provides administrative support for the hospitality and events team 
• Provides support with student team scheduling and communication as needed
• Maintains records, contracts, and event documentation 
• Supports billing, invoicing, and tracking of expenses 
• Monitors maintenance and repair needs and submits work orders 
• Establishes and maintains well-organized work files and processes 
• Supports event coordination and hosting as needed
• Assists with reconciling credit cards as needed 

Special Requirements

• Ability to work fluctuating hours with possible early morning and/or evening shifts and weekends when school is in session 
• Vacation “blackout” dates during large events including, but not limited to, Homecoming, Alumni events, Commencement, Trustee meetings, NLC, and Summer Session. 
• Occasional overnight stays (when Events Coordinator or Events Manager are away) 

Core  Competencies

Principia values the unique strengths each employee brings to their role. The following competencies are especially important for success at Principia:

• Continuous Learning & Expertise: Demonstrates mastery in your area of responsibility and seeks opportunities for professional growth and development.
• Accountability & Results Orientation: Manages time and priorities effectively, meets commitments, and consistently delivers high-quality outcomes.
• Problem Solving & Judgment: Approaches challenges thoughtfully, considers multiple perspectives, and makes sound, timely decisions that support institutional goals.
• Proactivity & Ownership: Takes initiative, anticipates needs, and drives projects forward with minimal supervision while taking responsibility for outcomes.
• Excellence & Attention to Detail: Produces accurate, polished, and high-quality work; continuously looks for ways to improve systems, processes, and results.
• Service Orientation: Builds positive, supportive relationships and responds promptly and professionally to the needs of students, colleagues, and other stakeholders.
• Collaboration & Collegiality: Works cooperatively across departments and teams; values input from others and contributes to a positive, respectful environment.
• Communication: Shares information clearly and concisely; listens carefully to others and adjusts communication style for different audiences and situations.
• Inclusion & Belonging: Demonstrates respect for all people; values diverse perspectives and fosters a culture of inclusion, belonging, and mutual respect.

Minimum Qualifications  

• Student of Christian Science, preferred 
• Supportive of Principia’s guiding statements as articulated here -statements

• 2+ years of administrative or customer service experience 
• Demonstrated experience providing professional administrative, hospitality, customer service, or office support in a fast-paced environment
• Strong organizational skills with the ability to manage multiple priorities, schedules, and deadlines with accuracy and attention to detail
• Proficiency with Microsoft Office Suite and other business software applications
• Valid driver's license and ability to perform occasional errands or supply procurement, preferred

The statements above describe the general nature and level of work but are not a complete list of responsibilities and are subject to change at the discretion of Principia. 

Compensation and Benefits

We offer a competitive starting salary range for this position commensurate with experience and qualifications.

In addition to salary, our comprehensive total rewards package includes:

• Generous Employee Tuition Discount: Enjoy a 90% discount on tuition (pro-rated for part-time staff) for your eligible children enrolled from Pre-K3 through College (infant and acorn programs excluded). 
• Relocation: Principia provides a relocation reimbursement of up to 12% of your annual salary when moving from outside a radius of more than 50 miles. 
• Professional Development: Access to learning opportunities, training programs, and career growth support.
• Comprehensive Benefits : Learn more about all our benefits here, including comprehensive health, dental, and vision plans, paid time off, a 403(b) retirement plan with Principia matching, and more. 

Equal Opportunity

Principia, a mission-driven institution, believes every person has the right to an equitable and respectful educational environment and workplace. Principia does not discriminate on the basis of race, color, national origin, ethnicity, gender (identity or expression), sexual orientation, family status, disability, age, or military or veteran status. 

In hiring, admissions, and related decisions, Principia—as an institution with a religious mission—gives preference, where appropriate, to Christian Scientists.