Administrative Assistant - Exhibitor Services

Studio C; Grand Rapids (MI); On-site; USD 17,000 - 28,000; Part time

Benefits offered by this job

Free Movies

Discounted Food & Beverage

Flexible schedule

Seasonal through March 31, 2027

Job summary

ShowSpan is seeking a part-time seasonal Administrative Assistant to support a fast-paced office. The role involves extensive phone work, calendar management, and general administrative duties for exhibitors and staff.

The ideal candidate will have customer service experience, proficiency with Windows and Office 365, and basic website editing. Schedule: Mon, Wed & Fri 10am–5pm, with potential extra hours during show weeks, through March 31, 2027.

Equal Opportunity Employer.

Qualifications

• Prior experience in customer service and administrative support.
• Proficient with Office 365 (Outlook/Word/Excel) and CRM experience.
• Ability to manage deadlines and work well under pressure.

Responsibilities

• Provide secondary phone coverage and direct calls when needed.
• Support and maintain online exhibitor kit; assist with mailings and access info.
• Handle email and phone reminders to exhibitors to meet deadlines.
• Assist exhibitors with securing proof of general liability insurance.
• Provide general administrative and event execution support.
• Answer exhibitor questions with knowledge of shows.

Skills

Customer service

Interpersonal skills

Project management

Office experience

Windows proficiency

Microsoft 365

Website editing

CRM experience

Tools

CRM system

Website editing tools

Job description

Job Details / Description

We are seeking a PART TIME SEASONAL Administrative Assistant. This part-time seasonal position reports to the Administrative Director and requires extensive phone work and administrative support in a seasonally fast-paced office environment. We are a team centered around our core values: passionate about creating value, are genuine & authentic, seek to exceed expectations, exhibit grace under fire, are trustworthy, and always spirited and fun. The ideal candidate will reflect and exemplify these core values. A qualified candidate must be customer service oriented, professional, organized, enthusiastic, punctual, flexible, a team player, personable, and thrive on being a part of a productive team. Skills that are required include: customer service, interpersonal skills, project management, and office experience. Proficiency in Windows, Microsoft 365 and general computer literacy are a must. Additional knowledge of website editing strongly advised. ShowSpan produces 15 “must attend” events annually and is one of the nation’s largest independent producers of public consumer shows for over 80 years. Our purpose is to connect communities, people and passions by producing premiere consumer shows. Retailers and their suppliers use our shows to greet consumers who are anxious to see and buy the finest products and services at these community events.

Essential Duties and Responsibilities

• Povides secondary phone coverage, answering and directing incoming calls when the primary receptionist is unavailable.
• Support and maintain online exhibitor kit, troubleshoot issues, assist with mailing/emailing access information to exhibitors.
• Perform various administrative tasks such as email and phone reminders to exhibitors to create accounts and meet deadlines.
• Collect and assist exhibitors with securing correct proof of general liability insurance coverage.
• Provide general administrative and event execution support such as printing and preparing credentials and paperwork transition to Show Office Managers.
• Assist patrons and answer exhibitor questions by having general knowledge of shows.
• Additional responsibilities as needed.

Qualifications and/or Experience

• Previous experience with computers, customer service, and administrative support.
• Proficient in Office 365 Products to include Outlook, Teams, Word, and Excel; Experience working with website editing and a CRM is a plus; Comfortable learning new software and working with various office equipment.
• Physical Stamina: requires moderate physical exertion, including bending, kneeling, stooping and standing; some lifting and moving of heavy objects (up to 50 lbs) with assistance.
• Ability to work independently on tasks, collaborate with a team, manage deadlines and be confident under pressure
• Strong organizational skills and detail oriented to manage tasks and work with multiple people.
• Excellent interpersonal as well as written and verbal communication skills

Benefits/Perks

• Part Time (Mon, Wed & Fri – preferred 10am-5pm schedule) – potential for additional hours during show weeks upon mutual agreement
• Seasonal Position to run through March 31, 2027
• FREE Movies and Discounted Food & Beverage through sister company, Studio C
• Compensation is based on experience and qualifications
• Equal Opportunity Employer