What are the responsibilities and job description for the Event Administrative Assistant - Central Office - Volunteer Staff position at Vox Church?
Mission:
Vox Church is seeking a dependable and detail-oriented Event Administrative Assistant volunteer to support the preparation of campus event supplies. This role is essential for ensuring that each Vox Church location receives well-organized and timely resources to execute events with excellence. Responsibilities include shopping, printing, packing, and organizing supply kits for events across multiple campuses.
Outcomes:
- Event Prep and Supply Coordination: Purchase, print, and prepare all needed materials for all-church and regional events. Ensure all event supply kits are accurate, complete, and labeled by location. Maintain a clear and reusable checklist system to standardize preparation across events.
- Event Kit Management: Pre-pack and organize supply kits for pickup or delivery. Track recurring supply needs, identify shortages, and coordinate restocking efforts in advance.
- Cross-Departmental Support: Work with various teams to confirm unique needs for each location. Communicate regularly with campus staff to ensure requirements are met and special requests are handled promptly.
- Workspace Organization: Maintain the central workspace for supply prep. Ensure the area remains tidy, efficient, and well-stocked.
- Day-Of Event Support (when available): Provide in-person support for regional and all-church events as needed and available, including setup, supply distribution, and coordination with event leads.
Competencies:
- Event Experience: Familiarity with event logistics and support, with an understanding of what makes events run smoothly from behind the scenes.
- Organizational Skills: Demonstrates excellent attention to detail in managing checklists, supplies, and printed materials.
- Time Management: Meets regular weekly deadlines for kit completion and adapts to shifting needs during high-volume event seasons.
- Initiative: Takes ownership of responsibilities, identifies opportunities for improvement, and solves logistical challenges quickly.
- Communication: Provides timely updates and proactively checks in with team members to confirm expectations and delivery readiness.
- Team Collaboration: Willingness to serve others and work alongside multiple departments with a positive and humble attitude.
Other Information:
- Reports to: Operations Pastor
- Work Location: In person at 131 Commercial Parkway, Branford, CT 06405
- Schedule: 5–12 hours per week, depending on the amount of work needed for upcoming events. Includes occasional weekend and evening work when available to support regional and all-church events.
- Compensation: Volunteer
- Membership to Vox Church is required for all staff members.