What are the responsibilities and job description for the Administrative Assistant, Engagement and Experiences position at The Tech Interactive?

Who We Are

Since opening in 1998, The Tech Interactive has been an integral part of the San Francisco Bay area and is proud to serve families and young people through hands-on activities, experimental labs, and design challenge experiences.

Here at The Tech our mission is to inspire the innovator in everyone! We are a team of diverse individuals committed to creating learning experiences that empower young folks to innovate with creativity, curiosity, and compassion. We believe that technology is leading and transforming lives all over the world and we want to help develop the next generation of problem-solvers.

If you join our team, we know you will have a fulfilling and rewarding role focused on giving back to our community, especially those that have been historically marginalized and underserved.

Administrative Assistant, Engagement & Experiences

Position Summary :

The Administrative Assistant plays a pivotal role in supporting the Engagement & Experience department at The Tech Interactive. This position provides administrative, logistical, and operational assistance, ensuring smooth coordination across accounting, production, ticketing, and community outreach. The ideal candidate is highly organized, detail-oriented, and comfortable managing multiple tasks in a dynamic nonprofit environment. This is an hourly (non-exempt) position reporting to the Vice President of Engagement and Experiences.

Key Responsibilities :

Administrative Support :

Provide comprehensive administrative support to the Vice President (VP) and Directors, including scheduling meetings, managing calendars, and coordinating logistics.
Oversee purchasing and expense tracking, including preparing and submitting expense reports, managing procurement, and tracking departmental invoices.
Assist with budget preparation, monitoring expenditures, and generating financial reports.
Support the development and management of vendor, partner, and sponsor contracts and agreements.

Production Assistance :

Aid the Creative Services team with production tasks, such as trimming, laminating, binding, and assembling materials.

Support internal communications, including drafting and distributing an internal staff newsletter.

Support basic website content updates, such as maintaining an up-to-date calendar of events.

Community Events & Public Programming Support :

Assist in planning and executing on-site and off-site events, including representing The Tech Interactive at local community outreach events and tradeshows.

Maintain marketing materials inventory and coordinate packing and distribution of community event kits.

Maintain the public programming calendar to prevent scheduling conflicts and ensure proper staffing for events.

Assist in recruitment of educator focus groups as needed, this includes email and phone calls and management of RSVP lists.

Ticketing & Reporting :

Support Visitor Services and Public Programming teams with ticketing software, including placing tickets on sale, reporting ticket inventory, creating discount codes, and running attendance reports.

Generate daily reports on attendance, field trip participation, group sales, and public events, and communicate trends to the VP and Directors.

Assist with additional related tasks or special projects as assigned by the supervisor.

Requirements and Skills

Associate's or Bachelor"s Degree or equivalent level of education is preferred.

1 years of administrative, event coordination, or similar experience; nonprofit experience is a plus.

Proficiency in Microsoft Office Suite, including Excel, and familiarity with ticketing or event management software is desirable.

Excellent organizational skills and ability to prioritize and multitask effectively.

Strong communication and interpersonal skills, with a customer-service mindset.

Flexibility to work occasional evenings and weekends for events.

Passion for community engagement and supporting STEM education initiatives among diverse stakeholders.

Working Conditions and Schedule

This is an on-site role with the possibility of flexibility for working one day at an alternative work location. This is an hourly role with a Monday-Friday schedule, with some weekends and evenings as needed. Flexibility will vary depending on the needs of the job.

The pay range for this role is :

25 - 28 USD per hour(The Tech Interactive)

PI260820687

Salary : $25 - $28

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Administrative Assistant, Engagement and Experiences

What are the responsibilities and job description for the Administrative Assistant, Engagement and Experiences position at The Tech Interactive?

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