Administrative Assistant

Job Summary

Saint Mary’s Hall seeks a highly organized and dedicated Administrative Assistant to join the Safety and Security Office. This full-time position will play a critical role in managing facility rentals, event scheduling, ticketing operations, and providing essential support for safety and security functions on campus. The ideal candidate will be skilled in managing multiple tasks simultaneously, have excellent communication abilities, and demonstrate professionalism in a fast-paced, dynamic environment.

Primary Responsibilities

• Facility and Rental Management:
• Oversee and coordinate the facility rental process across campus using the Facilitron software program.
• Serve as the primary administrative liaison and approver between the Safety and Security Office, the Athletic Department, Fine Arts Department, and other administrative and academic divisions.
• Manage the scheduling of events across the entire campus, ensuring that no scheduling conflicts occur. Provide proactive guidance to ensure an orderly and efficient calendar for campus events.
• Assist with logistics and ensure that all facilities are properly prepared for events, adhering to safety protocols and operational standards.
• Ticketing Management:
• Manage the ticketing process for campus events using the Hometown Ticketing software.
• Supervise and coordinate the ticketing team on event days, ensuring smooth operations for guest check-in, ticket validation, and event guidance.
• Collaborate with the Athletic and Fine Arts departments to stay informed of upcoming ticketed events and provide support for event-day ticketing operations.
• Troubleshoot any ticketing or guest-related issues, ensuring a seamless and positive experience for all attendees.
• Support to the Safety and Security Office:
• Provide financial management assistance, including budget preparation, execution, and regular tracking of expenses for the Safety and Security Office.
• Assist with personnel administration, property management, and procurement activities to ensure effective and efficient operations within the department.
• Help maintain property accountability, ensuring that all materials and assets are tracked and properly managed.
  
  

Qualifications

• Experience:
• Hands-on experience with Facilitron software is strongly preferred.
• A proven track record of successfully working with school staff and liaising with Division Heads, ideally in an independent school environment.
• Experience with ticketing systems and event management is highly desirable.
• Skills:
• Outstanding interpersonal and communication skills, with the ability to engage professionally and empathetically with a diverse range of stakeholders.
• Strong organizational and time management abilities, capable of managing multiple projects and competing deadlines simultaneously.
• Problem-solving skills to address challenges that may arise in the course of event planning or day-to-day operations.
  
  

Physical Requirements And Work Environment

• Office Environment:
• Primarily works in a standard office environment, with a moderate level of office-related activities.
• Must be able to function effectively in a sometimes-stressful environment, dealing with a variety of challenges, strict deadlines, and numerous contacts.
• Outdoor Work:
• The position may require working outdoors during events, sometimes in varying weather conditions, ensuring event safety and smooth operations regardless of the climate.
• Additional Considerations:
• The Administrative Assistant will need to maintain flexibility and adaptability, managing a wide range of tasks and responding to the dynamic needs of campus events and departmental requirements.
• Administrative Assistant Will need to have the ability to work flexible hours, including weekends and evening hours.