Administrative Assistant II - Events & Programming

The Office of Events and Programming in College Relations at Davidson College seeks a proactive and detail-oriented Administrative Assistant to play an integral role on a high-performing, collaborative events team. This position is ideal for someone who thrives in a fast-paced environment, enjoys managing complex logistics, and is eager to contribute to the strategic success of in-person and virtual events that engage the broader college community.

Working closely with events staff, the Administrative Assistant ensures the operational and organizational foundation of over 150 annual events. This position serves as a hub for communication, systems coordination, and process improvement -supporting both the day-to-day and the long-term planning efforts of the office.

The ideal candidate brings strong administrative skills and also sees themselves as a collaborative partner in enhancing the reach, efficiency, and excellence of campus-wide programming; someone who can think critically, communicate with clarity, juggle competing priorities, and contribute to a team culture of excellence and care.

Key Responsibilities

• Manage event records and track key data through the college's CRM database
• Support event registration workflows, including data entry, guest list management, guest invitations and communications and attendance tracking
• Produce guest-facing materials (e.g., nametags, menu cards, signage) using systems like Avery templates, Canva, etc.
• Maintain and update shared team calendars and project tracking systems (e.g., Trello, Google Drive), keeping an eye for ways to make our systems more efficient and effective for the whole team.
• Oversee key communications channels (email, phone), ensuring timely and professional responses
• Serve as the first line of contact for alumni, donors, families and VIP guests who contact our office with questions or a need for accommodations at an event
• Warmly engage, exercise independent judgment, and respond to internal and external inquiries with discretion, providing accurate information and seeking assistance when warranted
• Manage VIP and visiting speaker communication and hospitality, coordinating travel, lodging, itineraries, and ensuring a sense of welcome at the College.
• Create and maintain key vendor relationships
• Support events in collaboration with event leads through vendor coordination, invoice processing, and budget tracking
• Take initiative and solve problems as they arise alongside event leads during events and peak planning times
• Work closely with the Director to coordinate weekly team meetings, annual planning retreats, and departmental budget updates
• Champion smooth operations across office systems and tools, suggesting and implementing process improvements where applicable
• Act as a point of contact for operational needs, including facilities work orders, supply management, and office policies and procedures.

Minimum Qualifications

• Associate's degree from an accredited institution
• At least 3 years of experience in an administrative or events-focused role
• Comfort and proficiency managing multiple projects in a deadline-driven environment
• Advanced skills in spreadsheets, databases, and mail merge functions
• Strong communication skills-written, verbal, and interpersonal
• Demonstrated attention to detail, problem-solving ability, and accountability
• Proficiency with tools such as Microsoft Office, Google Drive, Slack, and Canva
• Customer service mindset and ability to interact with diverse internal and external stakeholders
• Team-oriented mindset with flexibility to support a wide range of functions
• Ability to lift 10 lbs and manage occasional physical event setup

Preferred Qualifications

• Experience working in higher education or nonprofit settings
• Familiarity with event logistics or having worked on event planning teams
• Comfort using CRM databases (training provided)
• An interest in continuous learning, process design, or cross-functional collaboration

This position is an excellent opportunity for someone who enjoys being a detail manager and a team builder-someone who understands that great events are the result of great coordination and purposeful teamwork. If you're looking for a role where your organizational strengths can drive meaningful campus engagement, we encourage you to apply.

Davidson is a highly selective, nationally ranked, residential liberal arts college located in Davidson, North Carolina, near Charlotte. We seek to hire talented faculty and staff who are committed to achieving excellence within an inclusive community where diverse backgrounds and perspectives are valued.

Information about how to submit an application can be found at https://employment.davidson.edu