The Exec.Asst will provide high-level administrative support to the Events team. This role involves a broad range of responsibilities, from managing daily administrative tasks to actively contributing to the execution of firm-wide events. Flexibility in work hours is essential due to the dynamic nature of event planning and execution.
Essential Responsibilities:
- Perform diverse administrative duties, including answering phones, managing files, maintaining databases, processing invoices, and scheduling meetings.
- Support to multiple professionals within the Events Team.
- Handle monthly expense reporting for team members using Concur.
- Manage travel arrangements for professional.
- Oversee vendor invoicing, ensuring accurate processing and timely payments.
- Handle travel for professionals.
- Maintain organized filing systems for event documentation, ensuring records of past events are up-to-date and easily accessible.
- Manage and update the Events Calendar with scheduled events and relevant details; coordinate with the firm-wide calendar, as needed.
- Collaborate with the Events EA team to maintain inventory of branded items, event supplies, and gifts, ensuring efficient organization and tracking.
- Assist with ordering Conference Center and event supplies, as well as packing and handling event materials for shipments.
- Create event collateral such as name tags, name tents, and labels to support seamless event execution.
- Contribute to gifting ideas and sourcing for various events.
- Use Cvent, the event management platform, to assist with event surveys, RSVPs, and reporting.
- Support event communications, including sending invitations and tracking responses.
- Occasionally provide onsite and offsite assistance for event execution, depending on the scale and complexity of the program.
Skills & Requirements:
- 2–3 years of experience as an administrative assistant; prior event management experience is a plus.
- Strong multitasking skills with exceptional attention to detail and organizational abilities.
- Proven ability to meet deadlines and effectively prioritize tasks in a fast-paced environment.
- Excellent interpersonal skills, with the ability to work both independently and as part of a team.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is required.
