Events & Administrative Specialist

Parkhill; Frisco (TX); On-site; USD 25,000 - 39,000; Full time

Benefits offered by this job

Life Balance: hybrid/flexible work

Paid time off & holidays

Health plan options

Employer 401k contribution

Well-Being: mental health care

Job summary

Parkhill is seeking an Events & Administrative Specialist to provide comprehensive support for meetings, events, and trade shows. The role covers scheduling, documentation, registration management, and record keeping to keep information organized and up to date.

This is a full-time position paid bi-weekly on an hourly basis. You will help with planning, documentation, travel, budgeting, and post-event activities while maintaining electronic and physical files and ensuring timely delivery of

Qualifications

• Associate's or Bachelor's degree in business administration, hospitality, communications, or a related field preferred.
• 3+ years of experience in administrative support, event support, hospitality, trade show support, or a related field
• Experience with Swoogo, Asana, or similar event registration and project management tools preferred.
• Strong organizational and time-management skills
• Excellent written and verbal communication skills
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint
• Strong attention to detail and ability to maintain accurate records and documentation
• Ability to manage multiple priorities in a fast -paced environment

Responsibilities

• Assists with meetings, events, and trade show planning activities
• Prepares and maintains event documentation, attendee lists, materials, and supporting records
• Assists with registration processes, attendee communications, and event -related correspondence
• Supports onsite event activities and post-event documentation as needed
• Assists with event supply, shipping, and inventory records
• Maintains contracts, invoices, purchase requests, and budget documentation
• Assists with travel arrangements, meeting scheduling, and calendar management
• Organizes and maintains electronic and physical event files
• Prepares reports, presentations, agendas, and meeting materials
• Ensures event records and documentation are accurate, complete, and current
• Proactively tracks deadlines and follow up on action items
• Maintains Asana tasks, status updates, and project documentation
• Assists with Swoogo registration setup, attendee lists, event communications, and registration records
• Maintains event-related data, files, forms, and supporting documentation
• Tracks deadlines, action items, and event -related deliverables to support team activities
• Assists with data entry, reporting, and record keeping across event management systems
• Provides administrative support to the Events team and other stakeholders as needed
• Maintains templates, forms, and standard operating documentation
• Assists with follow-up activities and documentation related to meetings, events, and trade shows
• Supports process consistency through accurate record keeping and document management
• Collaborates with team members to identify upcoming administrative needs and coordinate timely completion of assigned tasks
• Other duties as assigned

Skills

Administrative support

Event planning

Calendar management

Communication skills

Time management

Attention to detail

Education

Associate's or Bachelor's degree in business administration, hospitality, communications, or a related field

Tools

Swoogo

Asana

Job description

Overview

The Events & Administrative Specialistprovides administrative support for meetings, events, and trade shows through scheduling, documentation, registration management, record keeping, and system updates. Maintains event records, supports administrative processes, and assists with tracking activities to ensure information remains organized, accurate, and up to date. This is a full-time position paid bi-weekly on an hourly basis.

Life at Parkhill

At Parkhill, Building Community is the reason we exist. We invest in extraordinary people who love investing in their communities. We are more than planners, architects, and engineers - we are neighbors who choose to live and work in the communities we serve. Increase your impact with our team of passionate collaborators. Whether you are a recent graduate with untapped potential or a professional with proven experience, we invite you to discover a career path designed for you. Parkhill is one of the largest architectural and engineering firms in the Southwest with15offices located throughout Texas, New Mexico, and Oklahoma.

Responsibilities

• Assists with meetings, events, and trade show planning activities
• Prepares and maintains event documentation, attendee lists, materials, and supporting records
• Assists with registration processes, attendee communications, and event -related correspondence
• Supports onsite event activities and post-event documentation as neededli>
• Assists with event supply, shipping, and inventory records
• Maintains contracts, invoices, purchase requests, and budget documentation
• Assists with travel arrangements, meeting scheduling, and calendar management
• Organizes and maintains electronic and physical event files
• Prepares reports, presentations, agendas, and meeting materials
• Ensures event records and documentation are accurate, complete, and current
• Proactively tracks deadlines and follow up on action items
• Maintains Asana tasks, status updates, and project documentation
• Assists with Swoogo registration setup, attendee lists, event communications, and registration records
• Maintains event-related data, files, forms, and supporting documentation
• Tracks deadlines, action items, and event -related deliverables to support team activities
• Assists with data entry, reporting, and record keeping across event management systems
• Provides administrative support to the Events team and other stakeholders as needed
• Maintains templates, forms, and standard operating documentation
• Assists with follow-up activities and documentation related to meetings, events, and trade shows
• Supports process consistency through accurate record keeping and document management
• Collaborates with team members to identify upcoming administrative needs and coordinate timely completion of assigned tasks
• Other duties as assigned

Qualifications

• Associate's or Bachelor's degree in business administration, hospitality, communications, or a related field preferred
• 3+ years of experience in administrative support, event support, hospitality, trade show support, or a related field
• Experience with Swoogo, Asana, or similar event registration and project management tools preferred
• Strong organizational and time-management skills
• Excellent written and verbal communication skills
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint
• Strong attention to detail and ability to maintain accurate records and documentation
• Ability to manage multiple priorities in a fast -paced environment

Benefits and Perks

We offer a comprehensive benefits program that supports the whole person. Our benefits include:

Life Balance: hybrid/flexible work schedules, flexible work environment, generous PTO, paid holidays.Investing in Your Future Growth: specialized training, continuing education, professional licensing, intern development programs, University of Parkhill.Competitive Benefits: Multiple health plan options, FSA for dependent care, HSA contributions, employer 401k contribution, employer-paid basic life, short/long term disability coverage, performance bonuses.Well-Being: mental health care, culture committees, wellness program, charitable giving match.