Administrative Specialist - Events

Jobot; Melbourne (FL); Hybrid; USD 55,000 - 65,000; Full time

Benefits offered by this job

Matching 401K

Employer contribution for Medical

Employer contribution for Dental

Employer contribution for Vision

Hybrid work schedule

Great location in Melbourne, FL

Job summary

Jobot, a Melbourne, FL software company, is hiring an Administrative Specialist for its Tech Services team to coordinate events, webinars, and conferences. The role requires attention to detail, strong organization, and two-way communication with vendors and stakeholders.

The ideal candidate has 5+ years in an admin/event role; a Bachelor's in Business Administration or Hospitality is preferred. This is a permanent, hybrid-position with a focus on records, budgeting, and logistics for events.

Qualifications

• 5+ years in an administrative role, preferably event coordination.
• Experience coordinating webinars and conference logistics.
• Strong organizational skills with multitasking and prioritization.

Responsibilities

• Coordinate and manage all aspects of events, including webinars and conferences, from inception to completion.
• Liaise with vendors, exhibitors, and stakeholders during the planning process to ensure everything is in order.
• Manage logistics of event materials, ensuring on-time delivery and proper setup.
• Maintain records of events, including budgets, attendee databases, and vendor contracts.
• Coordinate webinar logistics, including registration, materials, tech needs, and follow-ups.
• Handle conference registration, lodging, and meals for attendees.
• Support marketing by promoting events/webinars through various channels.
• Provide administrative support to the Tech Services team as needed.
• Develop and maintain relationships with internal and external stakeholders.
• Ensure compliance with regulations and laws for events.

Skills

Event coordination

Organizational skills

Communication

Team collaboration

Problem solving

Education

Bachelor's degree in Business Administration

Bachelor's degree in Hospitality Management

Related field

Tools

Event management software

Job description

Administrative Specialist - Events, hybrid work - Melbourne, FL, Tech Company

Salary: $55,000 - $65,000 per year

About us

We are growing software company in Melbourne, FL.

Why join us?

• great team culture
• stable company
• strong benefits with matching 401K
• Employer contribution for Benefits - Medical, Dental, Vision
• Hybrid work schedule - great location in Melbourne, FL

Job Details

We are seeking a dynamic and detail-oriented Administrative Specialist to join our Tech Services team. This role will focus on the coordination and execution of our events, webinars, and conferences. The successful candidate will be responsible for maintaining accurate records, supporting the logistics of materials, and coordinating all aspects of our events from registration to lodging and meals. This is a permanent position requiring a minimum of 5 years of experience in a similar role.

Responsibilities

• Coordinate and manage all aspects of events, including webinars and conferences, from inception to completion.
• Liaise with vendors, exhibitors, and stakeholders during the event planning process to ensure everything is in order.
• Manage logistics of event materials, ensuring they arrive on time and are correctly set up.
• Maintain accurate records of all events, including budgets, attendee databases, and vendor contracts.
• Coordinate webinar logistics, including registration, presentation materials, technical requirements, and follow-up.
• Handle conference registration, including lodging and meal arrangements for attendees.
• Support the marketing team by promoting events and webinars through various channels.
• Provide administrative support to the Tech Services team as needed.
• Develop and maintain relationships with key stakeholders, both internal and external.
• Ensure all events are executed in compliance with regulations and laws.

Qualifications

• Minimum of 5 years' experience in an administrative role, preferably in event coordination.
• Proven experience in coordinating webinars and managing conference logistics.
• Strong organizational skills with the ability to multitask and prioritize effectively.
• Exceptional attention to detail and accuracy.
• Excellent communication and interpersonal skills.
• Proficient in using event management software and tools.
• Ability to work independently and collaboratively within a team.
• Problem-solving mindset with the ability to handle stress and remain calm in a fast-paced environment.
• Bachelor's degree in Business Administration, Hospitality Management, or related field is preferred.
• Ability to travel as required for event coordination and execution.

If you are a proactive, dedicated, and detail-oriented professional with a passion for event management, we would love to hear from you. Join our team and help us take our events to the next level!

Equal Opportunity Employer

Jobot is an Equal Opportunity Employer. We provide an inclusive work environment that celebrates diversity and all qualified candidates receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, age (40 and over), disability, military status, genetic information or any other basis protected by applicable federal, state, or local laws. Jobot also prohibits harassment of applicants or employees based on any of these protected categories. It is Jobot’s policy to comply with all applicable federal, state and local laws respecting consideration of unemployment status in making hiring decisions.

Sometimes Jobot is required to perform background checks with your authorization. Jobot will consider qualified candidates with criminal histories in a manner consistent with any applicable federal, state, or local law regarding criminal backgrounds, including but not limited to the Los Angeles Fair Chance Initiative for Hiring and the San Francisco Fair Chance Ordinance.

Information collected and processed as part of your Jobot candidate profile, and any job applications, resumes, or other information you choose to submit is subject to Jobot's Privacy Policy, as well as the Jobot California Worker Privacy Notice and Jobot Notice Regarding Automated Employment Decision Tools which are available at jobot.com/legal.

By applying for this job, you agree to receive calls, AI-generated calls, text messages, or emails from Jobot, and/or its agents and contracted partners. Frequency varies for text messages. Message and data rates may apply. Carriers are not liable for delayed or undelivered messages. You can reply STOP to cancel and HELP for help. You can access our privacy policy here: jobot.com/privacy-policy