Part-Time Administrative Assistant & Event Coordinator

CORE POSITION FUNCTIONS

Administrative Support

• Provide general administrative support to team members and departments as needed.
• Assist with scheduling meetings, coordinating calendars, and confirming appointments.
• Enter and maintain information in the DASH CRM system, ensuring information is accurate and up to date.
• Coordinate food orders, reservations, meeting materials, and other arrangements for internal and client meetings.
• Handle confidential and sensitive information with professionalism and discretion.
• Provide additional administrative support and assist with special projects as assigned.

Event Planning & Coordination

• Plan and coordinate assigned company, client, advisor, and employee events from initial planning through execution.
• Assist with the planning and execution of larger events and initiatives in partnership with other team members.
• Coordinate event logistics, including venues, catering, invitations, RSVPs, entertainment, gifts, signage, and event materials.
• Coordinate event-related travel, transportation, and accommodations, including flights, hotels, ground transportation, and other logistical arrangements as needed.
• Communicate and coordinate with vendors, venues, and internal team members to ensure event details are completed accurately and on schedule.
• Maintain guest lists, RSVP tracking, event timelines, budgets, checklists, and related communications.
• Research and coordinate venues, restaurants, vendors, and other event resources.
• Assist with event setup, onsite coordination, and breakdown for both onsite and offsite events.
• Support event communications and follow-up before and after events.
• Maintain an organized calendar of upcoming events, deadlines, and key deliverables.

Reception & Office Support

• Provide backup reception coverage during lunches, breaks, vacations, and other absences.
• Answer and direct rollover calls and greet clients, visitors, and vendors when providing coverage.
• Assist with mail, packages, deliveries, and preparation of conference rooms and common areas as needed.
• Help coordinate internal meetings, lunches, celebrations, and other office activities.

EXPECTATIONS OF THIS POSITION

Embrace Our Core Values

Demonstrate Schechter’s Core Values in day-to-day responsibilities and interactions:

• Clients’ Needs First
• WOW Experience
• Special Place to Be and Grow
• We Are the Experts

Be an Ambassador for Schechter

Represent Schechter with professionalism, warmth, responsiveness, and attention to detail. Whether assisting with an event, supporting a team member, or interacting with a client or visitor, this position plays an important role in creating a positive Schechter experience.

Be a Team Player

Schechter functions as a team, and all team members are expected to contribute where needed to ensure success. This position requires flexibility and a willingness to assist with a variety of responsibilities and projects. No task is too small when it contributes to the success of the team or a great client experience.

Be Organized, Proactive & Dependable

Take ownership of assigned responsibilities, follow through on details, anticipate needs, and appropriately prioritize multiple tasks. This position requires someone the team can depend on to see a task through to completion, particularly when coordinating events or projects involving multiple details.

QUALIFICATIONS

• Strong organizational and time-management skills.
• Friendly, professional, and comfortable interacting with clients, vendors, and employees.
• Strong verbal and written communication skills.
• Excellent attention to detail and follow-through.
• Ability to manage multiple assignments and changing priorities.
• Comfortable working independently as well as collaboratively as part of a team.
• Proficiency with Microsoft Outlook, Word, Excel, and general office technology.
• Previous administrative and/or event coordination experience preferred.
• Ability to maintain confidentiality and exercise good judgment.

POSITION DETAILS

• Part-time, in-person position based in our Birmingham office.
• This role requires an onsite presence each scheduled workday and is not a remote or hybrid position.
• Flexibility to work occasional evenings is required to support company, client, advisor, and employee events.
• This position is part-time, with the potential to evolve into a full-time opportunity based on business needs and organizational growth.

Compensation

• $22- $25 per hour, depending on experience
• Approximately 20 hours per week, with occasional evenings for events
• 60 hours of paid time off annually
• 4 hours of paid time off for each company holiday, plus a 4-hour floating holiday
• Time off is prorated in the first year based on start date