Administrative Assistant, Events Services

Job Title: Administrative Assistant

Department: Reid Castle Events

Reports to: Events Services Manager

Effective Date: 5/1/26

of Direct Reports: 0

of People Supported: 1

Job Description

Reid Castle Events at Manhattanville University is seeking a Part-time Administrative Assistant to support the day-to-day operations of Reid Castle Events and team. This role serves as the central point of communication, coordination, and administrative support for the department, ensuring that workflows run efficiently and that the events team can focus on delivering exceptional client and campus event experiences.

Reid Castle serves as a premier venue for weddings, conferences, corporate gatherings, and university events. The Administrative Assistant will support both operational and marketing activities that promote events and ensure successful execution.

Supervisory Responsibilities

None.

Duties/Responsibilities

Administrative and Operational Support

• Maintain schedules, calendars, and administrative systems that support event operations.
• Schedule and coordinate meetings, appointments, and event-related logistics.
• Maintain department meeting calendars, prepare meeting agendas, and record meeting minutes.
• Manage and distribute information among staff, including emails, reports, and communications.
• Maintain filing systems, mailing lists, and perform data entry and record management.
• Process vendor invoices for payment and assist with vendor coordination.
• Answer phone calls, respond to messages and emails, and greet clients and visitors.
• Create and maintain streamlined administrative systems that support team efficiency and event business operations.
• Additional duties as assigned.

Event and Marketing Support

• Assist with marketing initiatives for events and conference services hosted at Reid Castle.
• Maintain and update event listings on external event marketing platforms and websites.
• Coordinate website updates and maintain web pages related to Reid Castle Events.
• Create or update marketing materials using Adobe Creative Suite, Canva, or templates.
• Prepare pre-flight design files for printing and coordinate print production.
• Obtain print quotes from vendors and review printer proofs to facilitate approvals.
• Maintain an event marketing project spreadsheet and manage marketing project tickets.
• Maintain an event content calendar.

Required Skills/Abilities

• Strong organizational and time management skills
• Excellent verbal and written communication abilities
• Proficiency in Microsoft Office; familiar with Canva, Adobe Creative Suite, SmartDraw, or similar tools preferred
• Strong attention to detail and accuracy
• Ability to manage multiple priorities in a fast-paced environment
• Strong problem-solving skills and proactive approach to tasks
• Ability to handle confidential or sensitive information, including financial documents, with discretion

Qualifications

Education: High school diploma or equivalent.

Experience: Examples

Physical Requirements

At least two years' related experience required.

Prolonged periods of sitting at a desk and working on a computer.

Must be able to lift up to 25 pounds at times.

Salary

This is a non-exempt position with an hourly rate of $25.30.

Hours Expectation

Part-time, 29 hours or less per week

Housing

Housing is not provided.

Benefits

Not provided

Applications will be reviewed as they are received, and qualified candidates may be invited to interview before the application deadline. We encourage you to apply early, as the position may be filled prior to the closing date.

Applicants must be legally authorized to work in the United States for the duration of the