Administrative Assistant

Rancher Hat Bar; Scottsdale (AZ); On-site; USD 42,000 - 55,000; Full time

Job summary

Rancher Hat Bar in Scottsdale, AZ is seeking an Administrative Assistant for the Events Department to provide comprehensive administrative and logistical support from booking through completion of each event.

The role requires meticulous organization, proactive communication, and the ability to manage emails, invoicing, travel, vendor coordination, and inventory for multiple events while ensuring accuracy and timely delivery.

Responsibilities

• Monitor and manage your assigned company email inbox throughout the workday.
• Assist with monitoring and managing the email inboxes of the manager(s) you directly support.
• Respond to emails promptly and professionally or route them to the appropriate team member.
• Flag urgent messages, deadlines, payments, event changes, and other items requiring management attention.
• Maintain organized email folders, event records, calendars, spreadsheets, and company documents.
• Assist managers with scheduling, follow-ups, reminders, and general administrative tasks.
• Ensure important communications do not go unanswered or unresolved.
• Assist with the administrative and logistical coordination of company, corporate, private, and off-site events.
• Maintain accurate event details, including dates, times, locations, guest counts, contacts, product needs, staffing information, and special requests.
• Coordinate event logistics with stores, managers, vendors, clients, and other departments.
• Confirm event details prior to each event and ensure necessary information is communicated to everyone involved.
• Assist with event timelines, schedules, transportation, deliveries, setup requirements, and other logistical needs.
• Track upcoming events and ensure deadlines and required tasks are completed.
• Assist the Events Department with last‑minute changes or needs as they arise.
• Create and send customer and event invoices accurately and on time.
• Track outstanding invoices and follow up on payments when necessary.
• Monitor incoming payments and maintain accurate payment records.
• Assist with accounts receivable related to events.
• Receive, organize, and process vendor invoices and event‑related bills for accounts payable.
• Ensure invoices, receipts, purchase information, and payment documentation are properly organized.
• Communicate discrepancies or outstanding balances to management.
• Work with the accounting team as needed to ensure event-related receivables and payables are properly documented.
• Order hats, accessories, branding materials, supplies, and other products required for upcoming events.
• Confirm quantities and product requirements with the Events Department before ordering.
• Track orders and shipments to ensure products arrive before event deadlines.
• Coordinate product deliveries to stores, event locations, hotels, or other destinations as needed.
• Communicate delays, shortages, or product issues immediately.
• Assist with organizing and tracking event‑specific inventory and supplies.
• Book and coordinate flights, hotels, rental vehicles, and other travel arrangements for event staff and managers as needed.
• Maintain accurate travel itineraries and confirmation information.
• Communicate travel details to all applicable team members.
• Assist with travel changes, cancellations, and adjustments when necessary.
• Help ensure travel is booked efficiently and within company guidelines and approved budgets.
• Communicate with event vendors, venues, transportation providers, hotels, rental companies, and other outside partners.
• Request quotes and availability when needed.
• Coordinate vendor schedules, deliveries, pickups, and event requirements.
• Maintain organized vendor contact information and documentation.
• Follow up with vendors to ensure deadlines and commitments are met.
• Assist with sourcing new vendors when requested by management.
• Provide day‑to‑day administrative support to the Events Department and the manager(s) you are assigned to assist.
• Help prepare event documents, spreadsheets, reports, schedules, and other materials.
• Assist with calendar management and scheduling as needed.
• Communicate with stores and other departments regarding upcoming events and event needs.
• Maintain confidentiality when handling company, customer, employee, vendor, and financial information.
• Assist with additional projects and administrative responsibilities as assigned.
• This position requires strong organization, communication, time management, attention to detail, and follow‑through.

Job description

Administrative Assistant – Events DepartmentPosition Overview

TheAdministrative Assistant – Events Departmentis responsible for providing administrative and logistical support to the Events Department and its managers. This position plays an important role in keeping events organized from booking through completion, maintaining accurate financial and event records, coordinating travel and product needs, and ensuring communication is handled promptly and professionally.

The ideal candidate is highly organized, detail-oriented, responsive, and comfortable managing multiple events, deadlines, vendors, and administrative responsibilities at the same time.

Key Responsibilities

Email & Administrative Management

• Monitor and manage your assigned company email inbox throughout the workday.
• Assist with monitoring and managing the email inboxes of the manager(s) you directly support.
• Respond to emails promptly and professionally or route them to the appropriate team member.
• Flag urgent messages, deadlines, payments, event changes, and other items requiring management attention.
• Maintain organized email folders, event records, calendars, spreadsheets, and company documents.
• Assist managers with scheduling, follow-ups, reminders, and general administrative tasks.
• Ensure important communications do not go unanswered or unresolved.

Event Logistics & Coordination

• Assist with the administrative and logistical coordination of company, corporate, private, and off-site events.
• Maintain accurate event details, including dates, times, locations, guest counts, contacts, product needs, staffing information, and special requests.
• Coordinate event logistics with stores, managers, vendors, clients, and other departments.
• Confirm event details prior to each event and ensure necessary information is communicated to everyone involved.
• Assist with event timelines, schedules, transportation, deliveries, setup requirements, and other logistical needs.
• Track upcoming events and ensure deadlines and required tasks are completed.
• Assist the Events Department with last‑minute changes or needs as they arise.

Invoicing, Receivables & Payables

• Create and send customer and event invoices accurately and on time.
• Track outstanding invoices and follow up on payments when necessary.
• Monitor incoming payments and maintain accurate payment records.
• Assist with accounts receivablerelated to events.
• Receive, organize, and process vendor invoices and event‑related bills foraccounts payable.
• Ensure invoices, receipts, purchase information, and payment documentation are properly organized.
• Communicate discrepancies or outstanding balances to management.
• Work with the accounting team as needed to ensure event-related receivables and payables are properly documented.

Product Ordering & Inventory Coordination

• Order hats, accessories, branding materials, supplies, and other products required for upcoming events.
• Confirm quantities and product requirements with the Events Department before ordering.
• Track orders and shipments to ensure products arrive before event deadlines.
• Coordinate product deliveries to stores, event locations, hotels, or other destinations as needed.
• Communicate delays, shortages, or product issues immediately.
• Assist with organizing and tracking event‑specific inventory and supplies.

Travel Coordination

• Book and coordinateflights, hotels, rental vehicles, and other travel arrangementsfor event staff and managers as needed.
• Maintain accurate travel itineraries and confirmation information.
• Communicate travel details to all applicable team members.
• Assist with travel changes, cancellations, and adjustments when necessary.
• Help ensure travel is booked efficiently and within company guidelines and approved budgets.

Vendor Management

• Communicate with event vendors, venues, transportation providers, hotels, rental companies, and other outside partners.
• Request quotes and availability when needed.
• Coordinate vendor schedules, deliveries, pickups, and event requirements.
• Maintain organized vendor contact information and documentation.
• Follow up with vendors to ensure deadlines and commitments are met.
• Assist with sourcing new vendors when requested by management.

General Department Support

• Provide day‑to‑day administrative support to the Events Department and the manager(s) you are assigned to assist.
• Help prepare event documents, spreadsheets, reports, schedules, and other materials.
• Assist with calendar management and scheduling as needed.
• Communicate with stores and other departments regarding upcoming events and event needs.
• Maintain confidentiality when handling company, customer, employee, vendor, and financial information.
• Assist with additional projects and administrative responsibilities as assigned.

Expectations

This position requiresstrong organization, communication, time management, attention to detail, and follow‑through. The Administrative Assistant is expected to take ownership of assigned responsibilities, proactively identify outstanding items, and ensure tasks are completed without requiring repeated follow‑up.

This is a salaried position, 9-5, M-F and must live within 30 minutes of Scottsdale, Arizona.

Because the Events Department operates around scheduled events and deadlines, priorities may change quickly. The employee must be comfortable adapting to changing needs and assisting the department wherever reasonably necessary.

The responsibilities listed above are not intended to be an exhaustive list.Duties and responsibilities may change, expand, or be added based on the needs of the Events Department and the company.