We are seeking a highly organized, detail-oriented, and proactive Event Administrative Assistant to provide critical operational support for our large-scale events. In this role, you will be the command center for event documentation, communications, and scheduling, ensuring that every logistical requirement is tracked, updated, and communicated effectively. If you possess exceptional multitasking abilities, strong technical skills, and a commitment to maintaining accuracy in a high-pressure environment, this is an outstanding opportunity to ensure our events remain seamless and well-coordinated from inception to completion.

Key Responsibilities
Documentation Management: Maintain comprehensive event binders, including Banquet Event Orders (BEOs), run-of-show documents, floor plans, and vendor contracts to ensure all stakeholders have the most current information.

Communication Hub: Serve as the primary point of contact for internal and external inquiries, managing event-related email correspondence and coordinating status updates between departments.

Schedule Coordination: Manage event timelines, including pre-event planning meetings, load-in schedules, and post-event debriefs, ensuring all milestones are met on time.

Financial Administration: Process event-related invoices, track expenses against the budget, and prepare financial reports for management post-event.

Data Entry & Reporting: Oversee registration lists, attendee databases, and post-event survey data, ensuring accuracy and providing actionable insights for future planning.

Logistical Support: Coordinate travel arrangements, accommodation bookings, and onsite materials (name tags, signage, handouts) for event staff and VIP guests.

Meeting Facilitation: Prepare agendas, record minutes, and track action items for event planning meetings to ensure accountability across the project team.

Requirements & Qualifications
Education: High school diploma or equivalent; Associate’s or Bachelor’s degree in Business Administration or Hospitality is preferred.

Experience: 2–4 years of experience in office administration, project coordination, or executive support, ideally within an events or corporate setting.

Technical Skills:

Advanced proficiency in Microsoft Office Suite (Excel, Word, Outlook) or Google Workspace.

Experience with project management tools (e.g., Asana, Trello, or Monday.com) and database management software.

Strong aptitude for professional correspondence and managing high-volume email traffic.

Personal Attributes:

Exceptional Organization: Ability to prioritize multiple projects and meet tight deadlines with ease.

Meticulous Attention to Detail: Commitment to accuracy in all documents, financial reports, and communication.

Composure: Ability to remain calm and efficient when responding to urgent requests or last-minute changes.

Discretion: Ability to handle confidential information, including sensitive attendee data or financial agreements, with high integrity.

Tags: Administration, Project Coordination, Event Logistics, Data Management, Office Support, Operations

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