Event Coordinator

SGS Consulting; California City (CA); On-site; USD 60,000 - 85,000; Full time

Job summary

SGS Consulting is seeking an Executive Assistant to support the VP and senior leaders. You will manage calendars across multiple time zones, respond to external partners by phone and email, and schedule weekly direct report meetings.

You’ll handle travel arrangements and expense reports while coordinating with executive teams. Ideal candidates have a bachelor’s degree and 2+ years of executive-level administrative experience, with strong MS Office skills and a calm, detail-oriented approach to

Qualifications

• Bachelor’s degree required, 2+ years executive-level admin experience.
• Ability to juggle multiple tasks and tight deadlines.
• Calm under pressure, meticulous attention to detail.
• Flex schedule based on business needs; some travel 2–3 times/year.

Responsibilities

• Manage VP's calendar and schedules across time zones.
• Respond to external partners via phone and email.
• Schedule weekly and recurring meetings; arrange travel (air, hotel, ground transport).
• ProcessPOs and invoices for agency expenses; assist budget details.

Skills

Administrative experience

multitasking

Education

Bachelor’s degree

Tools

MS Office

Outlook

Word

Excel

PowerPoint

Canva

Job description

Job Responsibilities:

• Manage busy schedules and calendars; multiple meetings with direct reports, colleagues and external partners in various time zones
• Professionally respond to external partners via phone and email
• Schedule weekly direct report meetings and other recurring meetings
• Process purchase orders and invoices for agency expenses and assist with budget details
• Complete and submit expense reports for executives
• Communicate with the executives on a daily basis, prioritizing messages and requests that come across the desk
• Personal tasks including getting lunch when calendar schedule requires
• Managing a busy schedule for VP, juggling time zones and senior-level stakeholder relationships and needs
• Scheduling and managing recurring team meetings
• Arranging travel including air, hotel, ground transportation for VP; submitting and managing VP expenses
• Prioritizing executive’s schedule based on knowledge of needs & priorities
• Interact / Collaborate with C-suite executive assistants and teams
• Provide backup coverage as needed when the department coordinator is out of office

Skills:

• administrative experience
• MS Office -- Outlook, Word, Excel and Power Point, Canva
• researching vendors, researching venues, registration, hotel, food and beverage

Education/Experience:

• Bachelor’s degree required
• 2+ years administrative experience supporting leaders at the executive level
• Ability to juggle multiple tasks and projects and tight deadlines
• Ability to handle changing schedules quickly and efficiently
• Curious; calm under pressure and rigorous attention to detail
• Avid team player
• Ability to flex work schedule based on business need
• Some travel required, two-three times per year
• Advanced computer skills in MS Office -- Outlook, Word, Excel and Power Point, Canva
• Excellent interpersonal skills, which will enable him/her to interact with a range of personalities and styles to establish effective relationships at all levels of the organization