Senior Administrative Assistant, EventsPosting Number: 20244221SPosition Title: Senior Administrative AssistantPosition Type: StaffLocation: Villanova, PARecruitment Type: Internal/External ApplicantsWork Schedule: full-time/12-monthsAvg Hours Week Department: 009-Office of Mission and MinistryPosition Summary:Part of the Office for Mission and Ministry's dynamic reimagining of itself, this position is part of the division-wide administrative support team, providing senior level administrative support and event management. This position will work collaboratively across all departments of Mission & Ministry with specific emphasis on providing logistical support for events in all departments, including planning, registration, implementation, onsite support, and post-event evaluation. This position also provides secondary support for various office management logistics including basic website updates, publicity, and communications support.This position requires a flexible work schedule and includes regularly scheduled evening responsibilities. This position requires adaptability and the ability to work both independently and creatively in a collaborative environment.The Office for Mission and Ministry (OMM) promotes and supports the Augustinian Catholic mission of the University with particular attention to the Augustinian charism and spirituality, with a concern for building community that is inclusive, respects and celebrates diversity, and fosters an atmosphere that demonstrates care for our common home. These core values are integral to Villanova's Augustinian Catholic mission and OMM's stewardship of the mission. It is OMM's firm desire to be a model of diversity, equity, and inclusion in hiring and programming at Villanova. The Office for Mission and Ministry welcomes and encourages applications from people of all backgrounds and identities who share these values and a desire to promote them across the university.Duties and Responsibilities: OMM Event Management

For events designated by the Office of the Vice President Office Manager:
- Create and manage event registration forms, invitations, reminders for OMM events, including OMM signature events and lectures, Center for Faith and Learning luncheons and dinners, Sustainability Team Events, Catholic Social Teaching Faculty Workshops, Augustinian Charism Events, and others
- Coordinate with University partners to execute successful events, such as Catering, Facilities, Public Safety, Academic departments, and other University divisions
- Logistical Support for Special Events-Travel/Hotel/Air/Limo
- Coordinate Stipend Payments for Guest Speakers
Coordinate food and catering orders for events across all OMM centers
Serve as OMM liaison to University Event Coordinators' Network

OMM Event Support:

Coordinate logistics for all-staff internal events (breakfast/lunch meetings, welcome events for new staff, Mission Development Day, etc.)
Support individual events organized by OMM staff through setup, breakdown, supplies inventory, and transportation

Publicity and Communications

Provides Secondary Support to Director of Communications and Data and Visual Content Manager
Coordinate OMM event calendar and reconcile with University Events Calendar

Administrative

Work as an integral member of four-person OMM Admin Team to provide quality administrative and operational support throughout the division
Attend and actively participate in Staff and Team meetings
Attend professional, retreat, evaluation, and planning meetings
Meet with Supervisor on a regular basis

Other Duties:

Perform additional duties and assist with projects as assigned

Minimum Qualifications: Formal Education

High School or GED required

Work Experience

5-7 years working in an office setting

Specific Job Knowledge

Proficiency in using Microsoft Office Suite programs, Outlook, internet browsers, Adobe Suite programs and SharePoint
Excellent organizational skills
Strong interpersonal and written communication skills
Strong analytic skills
Ability to multi-task effectively with the highest level of confidentiality
Take initiative and willingly assume responsibilities
Ability to handle confidential information with discretion

Preferred Qualifications: Work Experience

Bachelor's degree
2-3 years of event management experience
Experience working in higher education

Physical Requirements and/or Unusual Work Hours:

Tools, machinery and equipment used: General office equipment
Environmental conditions: General office environment.
Physical requirements: Lifting boxes and items up to 30 pounds. Standing and walking for extended periods of time. Sitting at a desk for extended periods of time.

Special Message to Applicants:In addition to your resume and cover letter, please submit two written statements: A Statement of Contribution to Mission and Statement of Contribution to DEI. You may find more information on our website about the University's Mission and commitment to DEI.Posting Date: 11/18/2024Closing Date (11:59pm ET): 12/15/2024Salary Posting Information: Commensurate with experience.Salary Band: 12Job Classification: non-exemptTo apply, visit: https://jobs.villanova.edu/postings/30274 jeid-3ad244750ca1524196f5f5210657c8e1