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Under limited administrative supervision of the Bastrop Convention and Exhibit Center Manager (Manager), the Executive Administrative Assistant is responsible for performing various administrative and accounting duties supporting the daily functions of the Convention Center and the Cultural Arts Commission. Will also perform administrative duties in supporting daily functions of the Convention Center in coordinating special events and programs efficiently and effectively to ensure satisfaction for clients, guests, and vendors. Employees in this class exercise considerable discretion in matters of a sensitive and confidential nature, while utilizing initiative, creativity, and working independently in completing recurring assignments. Duties are varied and carried out with a high degree of discretion requiring independent judgement including, but not necessarily limited to, answering phones, greeting the public, responding to emails and walk-in inquiries, providing general information, performing facility tours, presenting facility information to the public, coordinating meetings, assisting in budget development, purchasing administrative functions, production of reports, data entry, scheduling and coordinating department travel, training and meetings, schedules, memos and notices, and conducting research. Provides excellent customer service support for the functions of the Convention Center when communicating with City personnel and the public in person, through correspondence, and via telephone. Position performs work under charge with a degree of latitude in independent judgment, with work reviewed by the Manager according to results obtained. Performs related work as required.

ESSENTIAL JOB FUNCTIONS

Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. Essential duties and responsibilities may include, but are not limited to, the following:

Primary Essential Duties and Responsibilities:

Assists the Manager with functions related to the operation of multiple departments including the Bastrop Convention and Exhibit Center and the Cultural Arts Commission.

Performs principal administrative support functions to the Manager while maintaining a professional and efficient office environment. Functions include establishing relative priorities of current anticipated workload, organizing, and conducting assignments according to deadlines, performing all clerical functions and receptionist duties including greeting the public, providing general information in a professional manner, performing data entry, filing, general work processing, tracking of information and other similar administrative duties.

Must develop and maintain effective customer service skills for communications with co-workers, customers, and the public in general.

Answers phone and directs calls, responds to emails and walk-in inquiries; performs facility tours, and presents facility information to the public.

Provides excellent customer service to internal and external customers on the telephone and in person.

Communicates in a timely andprofessional manner withclients, guests, City employees, externalservices,andthe generalpublictoensurethe unified management andexecution of eventsrepresentthebest interestsof thefacility and City, anticipates needs, resolves customerserviceinquiries, and otherissues.

Meets with clients to establish set-up requirements, explains Terms and Conditions of facility rental, and answers questions regarding facility policies and ordinances as needed.

Serves asliaisonforexternalservices,includingbut not limitedto catering, audio/visual, signage, security, rental services, and decor.

Assistsinensuringthe consistent deliveryofhigh-qualityeventsandservicestoallclients, vendors and guests.

Monitors eventstoensuresafety ofguests and vendor(s), delivery of client requests, and City and Convention Center policies have been followed.

Documents damage and/or policy violations to the manager.

Monitors facilityfor cleanliness and ensures facility ispresented as aclean,comfortable, andsafe environment.

Recognizes,takes steps tocircumvent,andreportsunsafeacts,conditions,accidents,andinjuries;prepares incident and/or accident reports as needed.

Participates in local marketing efforts for the Department.

Maintains filesonvenues, as well asfoodbooths, arts andcrafts,commercial, charitable, and educationalorganizations.

Coordinates official meetings and training events; prepares and posts agendas and minutes as applicable.

Prepares presentations and reports utilizing clear and concise charts, graphics, and tables.

Assists manager in the planning, development, and production of festivals and special events, to include but not limited to, planning event details and coordinating facilities for meetings and events. Communicates with committee volunteers on behalf of manager.

Assistswithallon-sitefestivalandspecialeventsoperations.

Responsible forensuring completenessofallapplications,includingverification ofinsurance,andinclusion ofrequired correspondence.

Maintains departmental filing systems including file maintenance of various records, administrative files, various other files, forms and/or related department materials and documentation received, reviewed, prepared, and/or distributed; retrieves various records, files, forms, permits, and other related department materials and documentation as directed.

Conducts a variety of general office duties including data entry, submitting work orders, ordering office supplies, and copying, filing, and faxing documentation.

Processes incoming mail by sorting, highlighting pertinent information, and distributing.

Composes, prepares, and distributes, as applicable, a variety of written materials to include Staff reports, memoranda, correspondence, resolutions, ordinances, summaries, annual reports, purchase orders, facsimiles, using their own initiative regarding administrative matters and general office policies for Directors approval; assists in transcription of emails/mailings.

Acts as a liaison to the Finance Department to ensure the Convention Center and C

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Executive Administrative Assistant - Convention Center