Conference Services Assistant (Administrative Assistant II)

Job Type:

Conference Services Assistant

Reporting to the Conference Services Manager, the Conference Services Assistant will perform routine to moderately complex administrative support duties and will help coordinate internal business-related functions such as conferences, meetings, and events. In addition, they will provide administrative support for the AV team across sites, including accurate and detailed calendaring of all in-person and virtual meetings. These duties are performed in a team-based environment at the RAND Pittsburgh office.

May perform any or all of the following duties:

• Communicate clearly and often with Conference Services representatives and Audiovisual techs on all aspects of event and audiovisual coordination, assisting with scheduling and final execution of meetings and events.
• Order, deliver, serve, clean-up catering and beverage services for meetings and events, as required by clients.
• Schedule and maintain audiovisual and virtual meeting calendars.
• Perform a variety of routine to moderately complex administrative support duties including but not limited to preparing event estimates and proposals, resolving customer inquiries, and assisting in the coordination and escorting of service contractors for small and large-scale events. 
• Assist with preliminary audiovisual troubleshooting in conference rooms and other routine audiovisual tasks as back-up to AV technician.
• Track and compile event invoices and submit accurate accounting details for processing and payment.
• Assist with the physical configuration and set-up of meeting rooms and responsible for ensuring that meeting rooms are configured correctly for each meeting/event.
• Become proficient in EMS, RAND’s space reservations systems, make changes to meetings and events, and respond to customer inquiries.
• Other duties as assigned.

Qualifications

• Proficient with Microsoft Office, Outlook, and Teams
• Excellent oral and written communication skills
• Excellent customer service skills, ability to coordinate with all levels of personnel.

Education Requirements

Minimum: High School Diploma or GED equivalent; preferred: AA/AS degree

Experience

Minimum of 1-year related experience; 2 years’ experience preferred.

Security clearance

Current possession of a U.S. security clearance, or the ability to obtain and maintain a U.S. security clearance, is required.

Pay Range

$45,900- $66,300

RAND considers a variety of factors when formulating an offer, including but not limited to, the specific role and associated responsibilities; a candidate’s work experience, education/training, skills, expertise; and internal equity. This position is overtime eligible. Successful candidates will be offered employment in a specific title, as determined by the candidate's education and experience. In addition, RAND provides strong benefits including health insurance coverage, life and disability insurance, savings plan, paid time-off and more. 

Equal Opportunity Employer: race/color/religion/sex/sexual orientation/gender identity/national origin/disability/vet