Our client, a leading financial advisory firm, is seeking an energetic and motivated Administrative Assistant to support their Events team. This role reports into the Director of Events and will support the team with execution and logistics on all meetings and events. The ideal candidate will have previous experience in financial services and 2+ years of expertise in events.
COMPANY: Financial Advisory Firm
POSITION: Administrative Assistant to Events Team
LOCATION: New York, NY
HOURS: 9:00am-5:30pm (Hybrid in-office Monday-Thursday)
COMPENSATION: $80-85K DOE + Bonus Eligible*
BACHELOR'S DEGREE: Required
Responsibilities of the Administrative Assistant to Events Team:
-Support the Events team with planning, execution and logistics on all meetings & events.
-Research event venues, caterers, florists, entertainment, décor, gift ideas, restaurants nationwide.
-Update Event calendars on various platforms.
-Update Marketing and Event meeting agendas.
-Update event documents and folders and save final documents for all events.
-Manage Vendor lists.
-Create event contact lists.
-Manage event itineraries.
-Book flights/hotels/cars for the team.
-Schedule meetings and book conference rooms.
-Order and manage inventory of all special event supplies.
-Pack, ship and track event supplies and/or collateral to events.
-Create and print event name badges, tent cards, and dinner cards.
-Assist with proofing and editing collateral materials, registration website and invitations.
-Consistently submit expense reports in Certify in a timely manner.
-Submit and process event invoices and work with Accounts Payable on all vendor payments.
-Attend NYC based events and assist with event set up.
-Assist with Cvent RSVP reports.
-General ad-hoc administrative duties.
Requirements of the Administrative Assistant to Events Team:
-Bachelor’s degree required with 2+ years of work experience as an Administrative Assistant.
-Previous experience in events is required.
-Must be able to multi-task and be comfortable working in a fast-paced environment.
-Strong project management and time management skills. Must be able to prioritize projects.
-Highly proficient in Microsoft Word, Excel, and PowerPoint.
-Strong communicator (both written and oral).
-Exceptional customer service skills and ability to work with C-suite executives.
-Knowledge of Cvent is a plus.
-Some travel might be required.
-Verification of identity, education, prior employment, and references may be required
*The salary range posted for this New York City-based position is a good faith estimate. Actual salary may vary based on several factors, including but not limited to, level, experience, and qualifications for the role.
