Administrative Services Assistant

Position Summary: Provides effective and efficient administrative support to the Administrative Services and Leasing departments

Position Description (Italics reflect performance appraisal criteria):

·         Provides efficient and accurate administrative suport to the Administrative Services and Leasing departments.

·         Assists with Design Events.

·         Maintains and distributes rosters for exhibitor listings throughout DMC campus; is a knowledgeable resource for exhibitor information. Prepares Information Booth Notebooks.

·         Manages temporary market-time storage.

·         Assist in Show Office during market.

·         Assist with room inspections.

·         Prepares Buyers Lounges for market.

·         Maintains exhibitor files – Permanent/Temporary.

·         Is proactive and reliable providing assistance with market preparation as needed.

·         Works efficiently in Goldmine database and DEMS databases; accurately inputs prospecting data as requested.

·         Assists with the processing of leases – Permanent/Temporary.

·         Assists with the preparation of Exhibitor Kits.

·         Assists with the maintaining of Contractor files.

·         Provide back-up assistance to Administrative Services, Executive Office, and Market Services as needed.

·         Opens and distributes departmental mail.

·         Other related duties as assigned.

Positions Supervised:

·         None

Required Education:

·         Bachelor’s Degree in related field

Required Experience:

·         3-5 years of General Office or Administrative experience.

·         Proficiency in MS Office, (Excel, Outlook, Word, Access), a MUST.

·         Knowledge of Adobe Acrobat PDF Writer and Illustrator.

·         Previous experience with ExpoCad, or other floorplan software, Goldmine, or Oracle is a plus.

·         Ability to work with a variety of personalities.

·         Ability to communicate clearly and professionally, both verbally and written.

·         Must possess strong attention to detail.

·         Must have a positive, can-do attitude.

Physical Requirements:

·         Office Environment- Ability to sit for vast majority of work shift

·         Market environment-Extended periods of walking/standing during markets

Required Competencies:

·         Communication: Effectively listens to others and makes clear and effective oral presentations to individuals and groups regarding work-unit or organization issues. Communicates effectively in writing; is clear, concise and easily understood.

·         Customer Focus: Adapts and maintains a customer-focus mindset that acknowledges the importance and value of the customer, and acts accordingly.

·         Flexibility: Adapts to change in the work environment in ways that help work-unit staff keep projects “on course.”

·         Integrity: Firmly adheres to a code of moral values; is honest and forthright in actions and words.

·         Interpersonal Skills: Considers and appropriately responds to the needs, feelings, capabilities, and interests of others.

·         Problem Solving: Recognizes and defines problems; challenges others to identify alternative solutions, and plans to solve those problems.

·         Self-Management: Engages in the effective use of self-assessment and self-management techniques in order to proactively and continuously improve own performance. Exhibits full responsibility for one’s own work achievements and consistently maintains a high level of self-management that contributes to sustained high performance.

·         Time Management: Effectively uses the time available to complete work tasks and activities that lead to the achievement of expected work objectives (as results or outputs).