Administrative Assistant

WAGE: $24.62

DEPARTMENT: Ogden Eccles Conference Center

PERSONNEL STATUS: Full Time

BENEFITS: Health, Dental, Vision, Retirement, 401k match, Sick/Vacation, Life Insurance, Short-term Disability, Accident, Critical Illness, Parental Leave, Maternity Leave

JOB OVERVIEW:

Under administrative direction and supervision of the OECC Division Director, provides support to ensure efficient and smooth day-to-day operations within the Ogden Eccles Conference Center. Will assist with a variety of tasks, often working closely with managers, and other team members. Office Administrator duties involve the Conference Center and Performing Arts Theater. This position reports directly to the General Manager and involves a diverse range of responsibilities, including administrative tasks, grant writing assistance, and support for our musical theater program.

ESSENTIAL FUNCTIONS:

Manage and maintain office supplies and equipment.

Coordinate office activities and operations to ensure efficiency and compliance with company policies.

Answer and direct phone calls.

Greet and assist visitors.

Respond to emails and correspondence.

Draft and edit documents, letters, and reports.

Schedule and coordinate meetings, appointments, and travel arrangements.

Prepare meeting agendas and take minutes.

Maintain and update databases, records, and filing systems.

Input and retrieve information as needed.

Prioritize and manage multiple tasks simultaneously.

Assist in organizing and coordinating events or special projects.

Use office software such as word processing, spreadsheets, and presentation software.

Handle basic IT-related issues and liaise with the IT department when necessary.

Handle sensitive information with discretion and maintain confidentiality.

Collaborate with the General Manager and other stakeholders to gather information for grant applications. Assist in the preparation and submission of grant proposals, ensuring compliance with guidelines and deadlines. Track and report on grant-related activities, including outcomes and financial reporting.

Work closely with the team responsible for the musical theater program. Assist in the coordination of rehearsals, performances, and related events. Handle administrative tasks related to program logistics, including scheduling, communication, board meetings and minutes etc.

Other duties as assigned.

Any one position may not include all of the duties listed, nor do the listed examples include all duties which may be found in positions of this class. Applicants must be prepared to demonstrate the ability to perform the essential functions of the job with or without reasonable accommodation.

SUPERVISORY RESPONSIBILITIES:

None

EDUCATION/EXPERIENCE:

Education: High school graduation or equivalent; some college coursework in business administration, economics, or related field preferred.

Experience: Four (4) years of increasingly responsible experience in clerical and/or administrative work; work experience must be appropriate to the position to be filled. Or any equivalent combination of education and experience. Experience in written and verbal communication strongly preferred.

KNOWLEDGE, SKILLS, AND ABILITIES (KSA):

Knowledge of: Working knowledge of modern office practices and procedures. Working knowledge of specialized duties required by the position. Knowledge of governmental concepts and economic development strongly preferred.  

Skills and Abilities to: Use of all applicable computer hardware and software programs/applications, including Microsoft Suite. Web-based applications and Gmail. Operation of common office equipment. Preference for skills in QuickBooks and or client management software. Able to work with minimal supervision. Coordinate work with multiple organizations. Perform multiple tasks simultaneously. Design presentations and speak/present in public to audiences of various sizes. Effectively organize and prioritize activities and projects. Exercise sound independent judgment. Work for sustained periods of time maintaining concentrated attention to detail. Communicate professionally and effectively (verbally and in writing). Follow written and oral instructions. Establish and maintain effective working relationships with supervisors, other employees, elected boards/officials, committees, allied agencies and the general public.

YOUR SPECIAL QUALIFICATIONS:

Due to the nature of this position, the successful candidate may be required to complete a pre-employment background check prior to starting the position.

Must successfully pass a pre-employment drug screen.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an