Event Support Administrator

PPAI - Promotional Products Association International; Irving (TX); Hybrid; USD 40,000 - 55,000; Full time

Benefits offered by this job

401(k)

Health insurance

Paid time off

Flexible spending account

Vision insurance

Job summary

A non-profit organization in Irving, TX is seeking an Event Support Administrator to assist in planning and executing various events. The role includes logistical support, coordination of events, and general administrative duties. Candidates should have at least 1 year of experience in events or administration, alongside strong organizational and time management skills. The position is full-time with a hybrid work model.

Qualifications

• Minimum of 1 year of experience in events or administration support.
• Ability to multitask, prioritize effectively, and meet tight deadlines.
• Professionalism and effective communication in high-pressure situations.

Responsibilities

• Assist in events before, during, and after to ensure smooth operations.
• Support in organizing and coordinating events and exhibitions.
• Manage communications and handle special projects.

Skills

Organizational skills

Time management

Customer service

Microsoft Office Suite

Job description

Event Support Administrator

Location: Irving, TX

Reports to: Senior Manager, Events & Expositions

Job Summary:

The Event Support Administrator plays a critical role in assisting the planning, coordination, and execution of the association’s annual Expo and Events. Reporting to the Senior Manager, Events & Expositions, this position provides essential logistical and administrative support to ensure smooth operations and successful event outcomes.

Travel Requirements:

• January: The PPAI Expo
• May: North American Leadership Conference (NALC)
• June: Women’s Leadership Conference (WLC)
• September: Responsibility Summit
• October: Leadership Development Conference (LDC)

If travel is required, we will provide ample notice in advance for each event.

Key Responsibilities:

• Onsite and Pre-Show Support (30%): Assist in various roles before, during, and after events, ensuring smooth operations.
• Event Coordination (25%): Support in organizing and coordinating events and exhibitions, ensuring all assigned logistics details are managed efficiently.
• Administrative Duties (20%): Provide general administrative support, including managing communications and handling special projects.
• Research Assistance (10%): Conduct research projects, vendors, venues or special initiatives, as directed.
• Customer Service (5%): Monitor the Exposition inbox, respond to inquiries, and deliver exceptional customer service.
• Shipping (5%): Coordinate scheduling, packing, and shipping for events.
• Other Duties as Directed (5%): Participate in miscellaneous projects and assignments that support the Expositions & Events team.

Experience Requirements:

• Minimum of 1 year of experience in events or administration support.

Knowledge, Skills and Abilities:

• Exceptional Organizational & Time Management: Ability to multitask, prioritize effectively, and meet tight deadlines.
• Microsoft Office Suite Proficiency: Expertise in Outlook, Word, Teams, Excel, and PowerPoint.
• Professional Customer Service: Maintain professionalism, communicate effectively in high-pressure situations.

Specific Qualifications:

• Independent and Proactive Work Style: Able to manage tasks efficiently, complete projects, and identify opportunities for process improvements.
• Clear & Effective Communication: Comfortable working with both internal teams and external partners to ensure smooth coordination.
• Team-Oriented & Composed Under Pressure: Works well in a collaborative environment and remains steady in fast-paced situation.
• Flexible & Adaptable Approach: Maintains a positive attitude and adjusts effectively to changing needs.

Preferred Qualifications:

• Event planning background is preferred but not required. Experience in customer service, administration, or hospitality industries is highly valued.

Association-Wide Responsibilities & Values (expectations of everyone):

• Provide honest and ongoing communication as needed to support success throughout the organization.
• Meet established deadlines for all projects, reports and communications for all audiences both internally and externally.
• Provide high-quality products, reports, communications and projects for all audiences internally and externally.
• Be fair, consistent, responsive and supportive of leaders, staff, board members, members and vendors.
• Help PPAI to continually seek improvement. Be prepared to personally manage changes taking place within PPAI and the industry.
• Be empowered, accountable and responsible for your career success, actions, influence and impact upon the organization as a whole.
• Foster cultural values, mission and overall organizational guidelines of PPAI.

Job Status:

• FLSA Status (Exempt / Non-Exempt): Non-Exempt
• Compensation (Hourly / Salary): Hourly
• Job Status (Full-Time /Part-Time /Temp): Full-Time
• Daily Schedule (Start time Flexible / Not Flexible): Flexible, Pre-Approved by Manager
• Work Location: Position must work from HQ location with Hybrid Remote Work Model

Physical Activity

• Standing
• Lifting
• Pushing/Pulling
• Extended work hours, extended weeks (endurance requirement)
• Trade show floor or event venues
• Temperature-controlled environment
• Travel: Must be able to travel, work weekends, and long hours as event scheduling may require.

Job Type: Full-time

• 401(k)
• 401(k) matching
• Flexible spending account
• Health insurance
• Health savings account
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Seniority level

• Associate

Employment type

• Full-time

Job function

• Administrative, Strategy/Planning, and Other

Industries

• Non-profit Organizations