Administrative Assistant - Event Resources

PRO EM Party and Event Rentals; Phoenix (AZ); On-site; USD 10,000 - 60,000; Full time

Job summary

A leading events company seeks an Administrative Assistant to ensure smooth operations and act as a liaison between external groups and the organization. The ideal candidate will have strong organizational skills, attention to detail, and proficiency in administrative software. You'll manage financial documentation and support event execution. This full-time role offers a starting pay of $22-$24/hr and opportunities to positively impact the workplace.

Qualifications

• Energetic and thoughtful individual who impacts workplace positively.
• Strong organizational, multitasking, and attention to detail required.
• Excellent communication skills, both written and verbal.

Responsibilities

• Act as liaison between external groups and schools.
• Manage purchase orders and contract compliance.
• Track project hours and maintain accurate records.

Skills

Organizational skills

Multitasking

Attention to detail

Communication skills

Education

Background in events, education, or related field

Tools

Microsoft Office

Document management software

Job description

Job Title: Administrative Assistant – Event Resources

Department: Event Resources

Status: Full Time

Job Summary:

The Administrative Assistant – Event Resources plays a vital role in ensuring smooth administrative operations for our events company. This position serves as the primary liaison between schools, agencies and our organization, managing financial documentation, and operational processes to support successful event execution.

Responsibilities:
Group Management & Liaison:

• Serve as the liaison between external groups, schools, agencies, and PRO EM.
• Contact and recruit various youth clubs, high school, college, and adult athletic programs & groups.
• Conduct both virtual and in person group training as needed.
• Attend large PRO EM events to serve as on-site liaison & check in/out lead for groups.

Contract & Financial Management:

• Process and manage school and group purchase order (PO) submittals.
• Enter and maintain all external groups in ABI and VMS for every event with matching badges provided to EC’s/PM’s.
• Track contract timelines and deliverables.
• Ensure contract compliance throughout event lifecycle.

Time Management:

• Track all group members and hours in ABI and VMS.
• Collaborate with Event Coordinators and Project Managers to verify accuracy of reported hours.
• Track project hours against budgets.

Operational Documentation:

• Complete Work in Progress (WIPs) reports within 24-hour window.
• Provide timely updates on project status and resources allocation.
• Maintain accurate school and group record.

Requirements:

• Energetic, thoughtful, people-person who wants to have a direct impact on building the best workplace possible.
• Strong organizational and multitasking abilities.
• Exceptional attention to detail.
• Proficient in administrative software such as Microsoft Office and document management.
• Excellent communication skills, both written and verbal.
• Ability to work within tight deadlines while maintaining accuracy.
• Ability to manage conflicts and drive resolutions.
• Background in events, education, or related field beneficial.

Starting PAY $22-$24/hr.

Disclaimer:

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.