Administrative Assistant

CVW Event Productions; Virginia (IL); On-site; USD 42,000 - 65,000; Full time

Job summary

CVW Event Productions seeks an Administrative Assistant to support the Vice President of Visual Design. The role manages calendars, emails, tasks, and project coordination to keep priorities on track. You’ll streamline workflows with automation and business systems, handling multiple priorities in a fast-paced environment.

This is a full-time, Monday–Friday position with occasional overtime based on needs. Strong communication, discretion, and organizational skills are essential, as is

Qualifications

• 2+ years of administrative, office coordination, executive support, or project coordination experience.
• Excellent organizational and time-management skills.
• Strong written and verbal communication abilities.
• High level of attention to detail and accuracy.
• Proficiency with Google Workspace applications (Calendar, Docs, Sheets, Slides).
• Ability to handle confidential information professionally.

Responsibilities

• Manage and maintain the Vice President's calendar, scheduling meetings, appointments, and travel as needed.
• Monitor and organize email communications, prioritizing messages and assisting with correspondence.
• Prepare daily email and schedule recaps to ensure priorities and action items are clearly identified.
• Create, maintain, and track task lists, reminders, and project follow-ups.
• Coordinate internal and external meetings, including agendas, notes, and action items when requested.
• Serve as a key point of communication between the Vice President and internal team members.

Skills

Office coordination

Calendar management

Communication skills

Attention to detail

Confidential information handling

Tools

Google Workspace

Job description

Job Description

Job Description

CVW Event Productionsis seeking a highly organized and detail-orientedAdministrative Assistantto support our Vice President of Visual Design. This role is responsible for managing daily administrative functions, coordinating schedules and communications, and helping ensure priorities, projects, and deadlines remain organized and on track.

The Administrative Assistant will support both the operational and business development activities of the Vice President of Visual Design. This role serves as a central point of coordination for scheduling, communications, project administration, client correspondence, and workflow management, helping ensure priorities remain organized and initiatives move forward efficiently.

The ideal candidate is a strong communicator with experience in office administration, calendar management, and task coordination. They are comfortable working with technology, automations, and business systems to improve efficiency and streamline workflows. Success in this role requires exceptional organizational skills, discretion, initiative, and the ability to manage multiple priorities in a fast-paced environment.

This is a full-time position working Monday through Friday, 9:00 AM – 5:00 PM. Occasional overtime may be required based on business needs.

Key Responsibilities

Executive & Administrative Support

• Manage and maintain the Vice President's calendar, scheduling meetings, appointments, and travel as needed.
• Monitor and organize email communications, prioritizing messages and assisting with correspondence.
• Prepare daily email and schedule recaps to ensure priorities and action items are clearly identified.
• Create, maintain, and track task lists, reminders, and project follow-ups.
• Coordinate internal and external meetings, including agendas, notes, and action items when requested.
• Serve as a key point of communication between the Vice President and internal team members.

Organization & Workflow Management

• Maintain organized systems for documents, files, project information, and department resources.
• Utilize software tools, automations, and workflow systems to improve communication and operational efficiency.
• Assist in tracking deadlines, deliverables, and ongoing departmental initiatives.
• Support process documentation and administrative workflow improvements.
• Identify opportunities to improve efficiency through technology and automation.

Business Development & Client Support

• Assist the Vice President of Visual Design with business development initiatives and client outreach efforts.
• Draft, coordinate, and manage correspondence with prospective and existing clients on behalf of the Vice President.
• Track client communications, follow-up items, and business development activities to ensure timely responses and engagement.
• Schedule client meetings, site visits, discovery calls, and networking opportunities.
• Prepare meeting materials, presentations, proposals, and supporting documentation for client-facing engagements.
• Maintain organized records of client interactions, proposals, and related business development documents.
• Support the coordination of industry events, conferences, and relationship-building activities.

Event & Project Support

• Coordinate administrative logistics related to event travel and onsite operations.
• Organize and distribute project documentation and event-related materials.
• Collaborate with the Operational team on communications regarding schedules, logistics, and operational updates.
• Arrange meals, reservations, and other administrative needs for onsite event teams when required.
• Assist with travel planning and related administrative coordination.
• Support the Vice President in preparing for site visits, client meetings, and event-related responsibilities.

Financial & Reporting Support

• Track and reconcile business expenses.
• Organize receipts, expense reports, and supporting documentation.
• Maintain administrative records and reporting as needed.
• Assist with budget tracking and administrative reporting functions.

Qualifications

Required

• 2+ years of administrative, office coordination, executive support, or project coordination experience.
• Excellent organizational and time-management skills.
• Strong written and verbal communication abilities.
• High level of attention to detail and accuracy.
• Proficiency with Google Workspace applications (Calendar, Docs, Sheets, Slides)
• Ability to handle confidential information professionally.