Position: Events Assistant
- Status: Hourly, Part–Time, Non–Exempt
Reports to: Director of Operations
Work Hours: Business Hours –10:30 AM to 7:00 PM
- Monday through Friday, up to 25 hours per week. Employees are expected to work throughout the week, as permitted by NAC scheduling.
- Some late night, early morning and weekend hours may be required throughout the year (Typically during College Application, Financial Aid, and SAT Programming season; annual events such as NAC Thanksgiving, NAC Alumni Reunions, and NAC Graduation)
- Hours may vary slightly during the summer (mid-June through early August)
- Visits to college locations during Fall and Spring semesters, including weekend trips (in-state travel)
Compensation & Benefits:
- Starting Pay Rate: $21-23.00 p/h (DOE)
- Paid time off accrual, paid day off on Birthday, and 12 paid holidays off
- Medical, Dental, Vision, & Critical Illness insurance (effective 30 days after start of employment)
- 403(b) retirement– organization matches 3% after 1 year of employment
- Professional growth opportunities
- Ability to make a difference in youth’s lives
Requirements:
- Bachelor’s Degree preferred(areas in Art, Communications, Hospitality, Public Relations)
- One year of meeting & events assistance experience preferred
- TB Clearance (provided by NAC; proof must be provided prior to start date)
- CPR Certified (provided by NAC; completed prior to start date)
- Must pass DOJ fingerprinting clearance (provided by NAC; completed prior to start date)
- Must have reliable transportation for work-related office-to-office travel (company mileage reimbursement available)
JOB DESCRIPTION & RESPONSIBILITIES
The Nicholas Academic Centers' (NAC) Events Assistant’s (EA) primary responsibility is to provide event and logistical support to the Director of Operations (DO) and NAC Leadership Team. Under the direct guidance of the Director of Operations, the Events Assistant will provide support to the organization's events, operations, and program services. This position provides event and administrative support to the Academics, College Access, College Success, & Mentoring and Social Services Departments to assist with events throughout the year. This position travels for work-related errands and between sites as needed to provide assistance with day-of logistical support. The EA assists the Director of Operations in order to streamline processes of annual events such as, but not limited to, NAC Thanksgiving and NAC Graduation, and other special program activities.
RESPONSIBILITIES:
EVENTS SUPPORT
- Assist the DO with Annual NAC Events such as but not limited to:
- NAC Graduation Celebration
- NAC Etiquette Dinner
- NAC Thanksgiving Celebration
- All other special NAC events
- Assist the DO with planning of annual NAC Staff events such as but not limited to:
- Monthly NAC All-Staff Meetings
- All other NAC Staff events and activities
- Help arrange lunches, booking restaurants, sending out and tracking invitations, etc.
- Assist with NAC events organized by the parent foundation, the Henry T. Nicholas, III Foundation
- Provide logistical support to the NAC Leadership Team with ensuring events and projects are executed successfully, which includes but not limited to:
- Collaborate with office staff to prepare for meetings and events
- Obtain space, set up and breakdown, refreshments/catering, audio-visual needs, and all related materials that ensure event success
- Collaborate with the Admin Support Team as well as interdepartmentally in striving for successful and quality events.
- Provides assistance to the Directors of Academics, College Access, College Success, & Mentoring and Social Services Departments with coordinating year-round events such as but not limited to:
- College Late Nights
- All other year-round NAC events
TRAVEL ARRANGEMENTS RESPONSIBILITIES
- Responsible for research of travel arrangements (i.e. air travel and overnight accommodations)
- Responsible for booking flights and accommodations for:
- NAC Scholars visiting colleges
- NAC Staff professional development
- With guidance from the DO, problem solve with policies and procedures taken into consideration for travel planning purposes.
ADMINISTRATIVE/BUDGETARY RESPONSIBILITIES
- Track and report on all event expenses, attendance, and guest lists
- Provide purchasing support for year-round and annual events
- Provide data entry support for NAC event and operations
- Attend and participate in NAC staff meetings
- Assist with maintaining the internal Operations and Programs calendar
- Manage and reconcile financial expense reports for The Henry T. Nicholas Education Foundation and its Nicholas Academic Centers
- Assist with the foundation’s tracking expenses
- Lead the Admin Support Team with managing the upkeep of all-NAC event inventory.
- Provide office support as needed
MENTORSHIP/STUDENT OUTREACH
- Act as mentor and advocate for NAC current students and alumni, providing them with personal, academic, collegiate, and financial aid guidance as is needed.
OTHER DUTIES AS ASSIGNED
- Provide administrative support to DO and NAC Executive Team as appropriate or requested
- Perform other duties as assigned and/or as needed to meet events and operational goals
KNOWLEDGE, SKILLS, AND EXPERIENCE
- Ability to work nights and weekends for events when necessary
- Knowledge of Event Social Tables software
- Knowledge in Microsoft Office Suite
- Knowledge of Google Suite
- Knowledgeable in use and maintenance of office equipment
- Experience in assisting in executing meetings, programs and/or special events
- Strong ability to multi-task and set priorities
- Strong organizational skills
- Strong creative skills
- Strong communication skills
- Strong problem solving skills
- Demonstrates strong initiative and attention to detail
- Interpersonal skill – personable and friendly – with ability to interact with diverse individuals
- Bilingual in Spanish and English highly desirable
Equal Opportunity Employer Statement:Nicholas Academic Centers is an Equal Opportunity Employer. We are committed to creating an inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other basis protected by applicable law.
ADA Statement:Nicholas Academic Centers is committed to providing reasonable accommodations to enable individuals with disabilities to perform the essential functions of their jobs. If you require assistance or an accommodation due to a disability during the application process or employment, please contact the HR department or the Executive Administrative team.
Pay: $21.00 - $23.00 per hour
Benefits:
- Dental insurance
- Flexible schedule
- Health insurance
- Paid time off
- Professional development assistance
- Retirement plan
- Vision insurance
Education:
Experience:
- Events Assistance: 1 year (Required)
- Administrative: 1 year (Required)
Language:
- English and Spanish (Preferred)
Ability to Commute:
- Santa Ana, CA 92701 (Required)
Willingness to travel:
Work Location: In person
