Position Specific Accountabilities/Responsibilities
1. Manage administrative workflows for event logistics, including coordinating rental orders, submitting requests, and organizing pickups and deliveries.
2. Manage purchasing and tracking of event supplies, including organizing receipts, orders, will call pickups, and vendor coordination. Process invoices, reconcile expenses, and maintain accurate financial records and supporting documentation.
3. Create, update, and organize Smartsheets, Box folders, forms, and other departmental documents to ensure consistent administrative tracking.
4. Handle event related printing needs such as menus, name cards, and signage; prepare and format printed materials and ensure their placement.
5. Support inventory tracking and documentation for event supplies and materials.
6. Prepare and update event reservations, diagrams and verify details related to Mazevo reservations and space setups.
7. Conduct administrative checks of event spaces, coordinate walk throughs, and submit Facilities Management requests when needed.
8. Provide day of administrative support including coordinating tech checks, communicating with ITS, and supporting onsite event needs.
9. Perform research on venues, activities, hotels, and restaurants to support event planning documentation.
10. Perform other duties as needed.
Loyola Marymount University Expectations
Exhibit behavior that supports the mission, vision, and values of the university. Promote an environment that supports diversity and inclusivity. Communicate and employ interpersonal actions that model high standards of professional, responsible, accountable, and ethical conduct. Demonstrate a commitment to outstanding customer service.
Requisite Qualifications
• Typically a Bachelor’s Degree in Business, Communications or related field or equivalent experience. Incumbent will be expected to continue upgrading knowledge, skills, and abilities needed to keep abreast of regulation/policy changes.
• Minimum four years of administrative support work experience including in a customer service, hospitality, or hotel setting.
• Demonstrated knowledge in the areas of: reservation, registration or front desk department working with a rooms management or other inventory control database.
• Exemplary communication skills (both written and oral) evidenced by background in preparing comprehensive reports and executive summaries incorporating complex, highly technical information.
• Highly developed organizational and leadership skills.
• Demonstrated computer competency and preferably knowledgeable of Microsoft Word and Excel systems.
The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of this position.
#HERC# #HEJ#
Staff RegularSalary range
$25.87 - $32.31 Salary commensurate with education and experience.Please note that this position may not be eligible for visa sponsorship now or in the future.
Loyola Marymount University, a Carnegie classified R2 institution in the mainstream of American Catholic higher education, seeks outstanding applicants who value its mission and share its commitment to inclusive excellence, the education of the whole person, and the building of a just society. LMU is an equal opportunity employer committed to providing an environment free from discrimination and harassment as defined by federal, state and local law. We invite all persons in the full diversity of their being, life experience, and beliefs to apply. (Visit www.lmu.edu for more information.)