Events & Operations Admin

AVT Productions; Santa Clara (CA); On-site; USD 42,000 - 62,000; Full time

Job summary

AVT Productions in Santa Clara, CA, is seeking an Events & Operations Admin to support the Client Experience and Operations teams with day-to-day administrative, finance, and HR tasks. The role emphasizes accurate documentation, professional communication, and high service levels across departments.

You will create proposals and decks in PowerPoint, manage Outlook calendars, handle data entry, and assist with invoicing, onboarding, and reporting. A bachelor’s degree is a plus.

Qualifications

• Bachelor's degree preferred or equivalent professional experience.
• Experience creating professional presentations using PowerPoint.
• Experience managing Outlook calendars and coordinating meetings.
• Strong organizational, task management, and time management skills.
• Ability to prioritize and execute tasks in a fast-paced environment.
• Ability to pass background checks and pre-employment screenings.

Responsibilities

• Assist with and create proposals, presentations, and post-show decks using Microsoft PowerPoint templates.
• Schedule and manage Outlook calendars, meeting invites, and internal and client-facing meetings.
• Provide data entry and task management support for production managers, project managers, and account managers.
• Maintain professionalism and client service across AVT Productions.
• Record thorough and accurate notes for internal and client meetings.
• Enter and maintain client information, event details, and project deliverables in internal systems.
• Draft financial documents, contracts, and Statements of Work from templates for leadership review.
• Organize, manage, and maintain files using Microsoft OneDrive, SharePoint, and other internal systems.
• Support finance-related administrative tasks, including invoice tracking, expense documentation, and internal reporting support.
• Support HR-related administrative tasks, including onboarding coordination, training tracking, documentation organization, and compliance support.
• Assist with client meetings when necessary.
• Perform other administrative duties as assigned in support of the Client Experience and Operations teams.

Skills

Calendar management

Data entry

Organization

Time management

Independent & team work

Communication

Background checks

Proactivity

Education

Bachelor's degree

Tools

PowerPoint

Outlook

OneDrive

SharePoint

QuickBooks

Job description

The Events & Operations Admin supports the Client Experience team and Operations team with day-to-day administrative, finance, and HR support tasks. This role plays a key part in ensuring internal coordination, accurate documentation, and a high level of client service across departments while upholding AVT Productions’ standards for professionalism and execution.

POSITION RESPONSIBILITIES

• Assist with and create proposals, presentations, and post-show decks using Microsoft PowerPoint templates
• Schedule and manage Outlook calendars, meeting invites, and internal and client-facing meetings
• Provide data entry and task management support for production managers, project managers, and account managers
• Maintain the highest levels of professionalism, customer service, and integrity as an extension of AVT Productions
• Record thorough and accurate notes for internal and client meetings
• Enter and maintain client information, event details, and project deliverables in internal systems
• Draft financial documents, contracts, and Statements of Work from templates for leadership review
• Organize, manage, and maintain files using Microsoft OneDrive, SharePoint, and other internal systems
• Support finance-related administrative tasks, including invoice tracking, expense documentation, and internal reporting support
• Support HR-related administrative tasks, including onboarding coordination, training tracking, documentation organization, and compliance support
• Assist with client meetings when necessary
• Perform other administrative duties as assigned in support of the Client Experience and Operations teams

QUALIFICATIONS

• Strong experience creating professional presentations using Microsoft PowerPoint
• Strong experience managing Outlook calendars and coordinating meetings
• Self-motivated with a strong work ethic and the ability to work independently or as part of a team
• Excellent organizational, task management, and time management skills
• Ability to prioritize and execute tasks effectively in a fast-paced, high-pressure environment
• Must be able to pass background checks and pre-employment screenings
• Alignment with AVT Productions’ core values:
• We are team players
• We go above and beyond
• We do the right thing
• We get things done

EDUCATION, CERTIFICATION, AND OR EXPERIENCE

A bachelor’s degree from a four-year college or university is a plus, though relevant professional experience may be substituted. Familiarity with QuickBooks or similar finance and accounting software is also a plus.