Administration - Event Assistant
Close: When Filled
Job Title: Event Assistant Department: Administration
Responsible for assisting the Community Events Planner and Assistant Coordinator with office and event duties for Tribal Community and Administration events, as assigned. This position is expected to assist with various event planning assignments timely and accurately. The position is responsible for reception duties in the office as well as inventory of event materials. The position is expected to be available on nights and weekends for events.
Essential Duties and Responsibilities
- Responsible for general office/reception duties such as, answering phones, filing, writing correspondence, and making copies, etc.
- Assists with coordinating scheduling of meetings and sends courtesy emails to all attendees prior to the meeting. May be required to take meeting minutes and type them up after the meeting.
- Responsible for maintaining department inventory. Logs and tracks all current, incoming and outgoing inventory. Ensures departments return check-out inventory. Informs Event Coordinator if inventory becomes low or needs to be replaced.
- Under the direction of the Community Event Planner, creates marketing materials such as flyers, posters, mail outs and advertisements for events. Ensures that advertisements are posted and shared with invited attendees.
- Assists with conducting research, making site visits, and finding resources to help staff or Community Members.
- Makes self-available during Event to assist with any issues that might arise and oversees all aspects of clean up for events as necessary.
- Ensures that nametags, materials, notebooks, packages, gift bags, registration lists, seating cards are prepared prior to, and are available at the Event.
- May attend any necessary Community meetings and events to assist with planning efforts for upcoming events.
- May assist other departments with event/activity duties.
- Preserves and maintains the highest standard of customer service.
- Promotes good employee relations by conducting themselves in a professional manner.
- Performs other job-related duties as assigned.
This position has no supervisory responsibilities.
Qualifications and Requirements
Education and/or Experience
HS Diploma/GED and one year of previous office or event planning experience; or satisfactory equivalent combination of education and experience. Additional experience may qualify for education. Intermediate word processing and spreadsheet skills are required. Previous event planning experience is preferred.
- Professionally, actively and cooperatively participates in a team-based collaboration within Tribal Administration program operations.
- Develops and maintains ethical and professional relationships with key professionals of area governments in an effort to involve the Puyallup Tribe of Indians.
- Positively contributes to a favorable public image of the Tribe by establishing and maintaining productive and professional relationships both internally and externally when meeting to discuss tribal needs.
- Must be flexible and able to handle stress for last minute event planning.
- Actively participates in the community and Administration events.
Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization. Courtesy and the ability to exchange information are typically limited to contacts within the community.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
Must have and maintain a valid and unrestricted Washington State driver’s license and proof of insurance. Driver’s License must not contain any restrictions that would otherwise prohibit an employee from complying with the Tribe’s Vehicle Use Policy or driving a GSA vehicle.
Must pass a criminal background check prior to and periodically throughout employment.
May need to be available during nights and weekends for event coordination.
- Requires the ability to read, write, communicate, and interpret information accurately in English.
- While performing the duties of this job, the employee is frequently required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.
- The employee is required to stand and walk.
- The employee must occasionally lift and/or move up to 50 pounds.
- Specific vision abilities required by this job include close vision, color vision and ability to adjust focus.
- The noise level is low to moderate.
- The physical exertion is low to moderate.
- Work is performed in an office setting and outside.
The Puyallup Tribe of Indians reserves the right to revise or change job duties and responsibilities as the need arises. This position description does not constitute a written or implied contract of employment.
Indian Preference Employer as Required by Law
- Pay Type Hourly
- 3009 Portland Ave E, Tacoma, WA 98404, USA