Mayborn Center - Administrative Assistant II

Summary
The Guest Experience Assistant plays a key role in supporting the daily operations of the Mayborn Civic and Convention Center. This role ensures an exceptional first impression for all guests and callers while supporting internal staff with administrative and event-related tasks. The ideal candidate will demonstrate professionalism, a strong customer service orientation, and excellent organizational skills in a fast-paced, guest-facing environment.

Essential Duties and Responsibilities
• Greets and assists incoming guests to the Mayborn Center Business Office with a professional and welcoming demeanor
• Answers incoming phone calls courteously and directs them to the appropriate division
• Communicates positively and knowledgeably about the Mayborn to guests and city departments
• Stays current on the Mayborn’ s pricing, offerings, and policies to inform walk-in guests and prospective clients
• Follows up on proposals and contracts via phone and email in a timely manner
• Coordinates with the Tourism Division for scheduled and upcoming tours
• Conducts all facility tours for both scheduled and walk in Guests
• Provides daily administrative support to the Venue & Guest Experience Manager and assists Event and Operations Coordinators as needed
• Supports the Operations Coordinator in processing payments using Momentus software, including for additional services such as RV spaces
• Handles and tracks all internal city booking requests using the Momentus system
• Maintains and organizes event-related documents, including insurance certificates and security proofs—both digitally and in hard copy
• Prepares and updates monthly PowerPoint slides for lobby monitors, ensuring brand consistency in collaboration with the CTE Team
• Keeps the Mayborn Outlook calendar current with all event statuses (booked, pending, cancelled), and communicates updates to all departments
• Monitors and maintains office supply inventory, reordering supplies as needed
• Maintains a clean and professional front desk and reception area at all times
• Follows City policies, procedures, and safety guidelines
• Performs other duties as assigned

Minimum Qualifications
• Combination of education and experience equivalent to an Associate’s Degree in Event Management, Hospitality, Tourism, Public Relations, or related field
• Three (3) years of experience in administrative, receptionist, or related field
• Proficient in Microsoft Office Suite, including PowerPoint

Preferred Qualifications
• Combination of education and experience equivalent to a Bachelor’s Degree in Event Management, Hospitality, Tourism, Public Relations, or related field
• One (1) year of experience in customer service, events, hospitality or related field
• Experience with CRMs, scheduling and/or booking software; familiarity with Momentus