Administrative Assistant for External Relations

Job Summary

The External Relations Administrative Assistant will serve as the Community/Campus Liaison and will report to the Director of External Relations.  Further, serve to assist the Director in promoting and building partnerships essential to the External Relations office both on campus and in the community while supporting the fulfillment of the mission of the university.

Duties and Responsibilities

This job description does not state or imply that these are the only duties to be performed by the employee occupying this position. Duties and responsibilities listed are essential job functions and exclude functions which are incidental to the performance of fundamental job duties.

• Assist the university in implementing the Statement of Purpose.
• Assist the university in implementing the long-range institutional and financial plans.
• Assist the External Relations Director in maintaining and coordinating the logistics and operations of the External Relations Department
• Manage the director’s calendar and scheduling
• Working closely with the Events Coordinator in the execution of events as assigned.
• Serve as backup to Events Coordinator in monitoring the event calendar and approval process so as to have redundancy in support for the calendar requests
• Build relationships with community partners and work closely with them to share our relevant calendar events so they can appear on community event boards
• Help the director develop, plan and organize Downtown Hattiesburg Association events and ideas
• Assist in developing and monitoring an ongoing campus improvement/beautification plan
• Provide ongoing updates to the university president on events both on and off campus
• Work closely with Student Engagement to coordinate volunteers and Carey Connections for events
• Assist the director with William Carey Wednesdays – deliver shirts, take pictures for the mailouts and social pages
• Assist Events Coordinator to prepare Swag Bags/Gifts for the president for campus events and for external events/sponsorships
• Assist with external events generated by these and other sponsorships: Hubfest, Hattiesburg Half-Marathon, Best of the Pine Belt, Golf Tournaments (YMCA, ADP), Young Professionals, etc.
• Assist Event Coordinator with decorations for events
• Serve as a proof-reader on internal and external communications.
• All other duties as assigned

Required Qualifications

• Ability to work with people in a professional capacity

• Ability to respect and adhere to the confidentiality requirements of the university
• Ability to use common office software including Microsoft Office suite (Word, Excel, and Outlook)
• Ability to smoothly handle deadlines
• Ability to coordinate multiple events on schedule
• Ability to solve practical problems and deal with a variety of situations and people
• Ability to work some evening events outside of normal working hours
• Valid driver’s license

Preferred Qualifications

• Bachelor’s Degree or equal experience
• At least 2 years of experience
• Strong working knowledge of social networking platforms

Physical Demands

• Must possess mobility to work in a standard office setting, and to use standard office equipment including a computer
• Must have vision to read printed materials and a computer screen; hearing and speech to communicate in person and over the telephone
• Must have the ability to sit or stand for extended periods of time
• Must have strength and agility to move files, paper boxes, and event set-up materials
• Must be able to maintain office hours and perform duties in an on-campus setting