Events Administrative Assistant

TITLE:                           Events Administrative Assistant

DEPARTMENT:          Guest Service

REPORTS TO:             Event Sales Manager

GENERAL SUMMARY:  Under the direction of the Event Sales Manager, the Events Administrative Assistant will provide administrative support to the Event Sales department. Phipps Conservatory and Botanical Gardens is an equal opportunity employer that is committed to attracting and retaining a diverse staff. We strive to create a working environment that is inclusive, equitable and welcoming as we honor employee experiences, perspectives, and unique identities. 

PRINCIPAL DUTIES AND RESPONSIBILITIES

1. Answer telephone calls and return messages. Respond to Event Sales emails.
2. Book rental events in Outlook, entering notes when needed.
3. Create folders for all rental appointments and events.
4. Prepare event estimates and contracts and send to clients. Change and update estimates and contracts as needed.
5. Once contract and payment have been received, record pertinent information into spreadsheet, send customer copy of signed agreement, and update color codes, calendars and event files.
6. Organize and submit all purchase orders for department.
7. Record minutes at Event Sales meetings and prepare summary.
8. Email beverage menu and guidelines.
9. Perform other activities and duties as required.
10. Process payments for all rental contracts.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

1. Ability to implement all principal duties and responsibilities.
2. Excellent written and verbal communication skills.
3. Computer skills — proficiency with Internet and email software as well as Microsoft Office products.
4. Strong organizational and problem-solving skills.
5. Strong attention to details.
6. Ability to prioritize and work independently.
7. Ability to work with the public, co-workers and volunteers in a pleasant and courteous manner.

PHYSICAL, MENTAL AND SENSORY DIMENSIONS

1. Physical mobility: sitting, standing, walking, lifting/carrying objects up to 30 pounds, manual dexterity to operate keyboard.
2. Mental effort: reading, writing, analyzing and visualizing.
3. Sensory requirement: Ability to communicate and respond both in person and over the phone to the general public, staff and volunteers in a friendly and fair manner.
4. Strong work ethic in all areas of job performance.
5. Ability to work under deadlines and stress.

WORKING CONDITIONS

1. Ability to provide own transportation to perform principal responsibilities.
2. Will require evening and weekend work.
3. Will have occasion to work in or pass through any area of the Conservatory or growing houses.

MINIMUM POSITION GUIDELINES (Education, Experience and Certification)

1. Associate's or bachelor's degree in business or relevant field preferred.
2. Previous experience in customer service or catering preferred.
3. Must hold a current Pennsylvania driver's license and be insurable by the Conservatory.