Assembly Program and Campus Event Assistant

TITLE: Assembly Program and Campus Event Assistant

REPORTS TO: Director, Principal’s Office

STATUS/HOURS: Part-time, primarily August thru May. 20-25 hours per week M-F, flexible schedule. Schedule may vary according to departmental and Academy needs.

Pay Group

Type

Status

Fiscal Year Weeks

Class

Department

Location

Non-Exempt

Regular

PT

10 Months (Aug-May)

Staff

Principal’s Office

On-campus

Position Purpose

Coordination of the Academy’s Assembly Program logistics in consultation with the Assembly Coordinator. Ensures that the Assembly Program projects “The Best of Exeter”. Assists campus partners to gather, share and approve all academic/curricular event programming for the Curating Committee, to include but not limited to all day academic programs such as Martin Luther King Day and Climate Action Day and special evening academic programming. Weekly meetings with campus partners to curate event programming in general.

Job Responsibilities

Assembly Program:

• Organizes and tracks the slate of speakers for the Academy’s academic assembly program.
• Gathers background information on speakers and performers, if applicable, on behalf of Assembly Coordinator.
• Responsible for speaker contracts – both internal or external to ensure complete process for accuracy of information as well eligible components of the events.
• Manages all the logistics for the speaker visits. Coordinating with the assembly coordinator to host external speakers for dinner before the Assembly, coordinate classroom visit/participation and students Q&A luncheon events. Escort/drive speaker to required destination.
• Coordinate travel for all external speakers with agency, if applicable. (shuttles, reservations, accommodations, etc.).
• Coordinates media and stage needs as the primary liaison between the speaker and IT/FM.
• Maintains the assembly calendar providing information for the community to include the preparation of the livestream information on Exeter’s public website.
• Acts as the primary liaison between the Academy and any speaker agency for the completion of details required by the agency
• Manages budgets to provide assembly speakers with honorarium. Provides all logistics for timely payments. Match all expenses to the restricted assembly funding. Reports directly to Finance and Donor Stewardship for the assembly funds.

Campus Event Coordination

• Coordinate with other campus partners to approve weekly events. (Curating Committee)
• Communicate and resolve for conflicts in terms of space and competing academic offerings
• Update and coordinate all Community events on calendar platform.
• Support event leaders with coordination and logistics as needed.

Direct/Indirect Reports

None

Internal & External Contacts

Frequent contact with students, Dean of Students office, PEA administrative and academic offices, faculty, coaches, and staff. External contacts may include alumni, professional speaking agencies, guest speakers and community members.

Knowledge, Skills & Competencies

• Strong interpersonal skills with ability to develop and maintain collegial relationships.
• Excellent communication (written and verbal) skills.
• Demonstrated ability to work with colleagues/students by building trust and credibility.
• Excellent analytical and problem-solving skills as well as a strong customer focus.
• A strict adherence to confidential policies is required.
• Ability to work independently and handle multiple priorities and deadlines simultaneously.
• Proficient in MS Office and Adobe Sign
• Willingness and ability to learn additional applications as needed.
• High degree of organizational skills with the ability to be flexible and multi-task with accuracy.
• Ability to follow verbal and written directions, maintain a professional demeanor and restraint at all times, including stressful situations.
• Demonstrated commitment to diversity and inclusivity and to serving the needs of a diverse and inclusive community with diplomacy and tact.

Position Requirements

Education

• High school diploma or GED required.
• Some college experience is helpful.

Experience

• 2-3 Years of administrative support experience required.
• 2-3 Years of event management experience preferred.
• Experience working with adolescents in an educational setting preferred.

Additional Requirements

1. Successfully complete a criminal background check (reviewed every 5 years).
2. Clean Driving record (reviewed annually).