Events & Operations Admin

Avt Inc.; Santa Clara (CA); On-site; USD 60,000 - 80,000; Full time

Job summary

AVT Productions in Santa Clara seeks an Events & Operations Admin to support Client Experience and Operations with administrative, finance, and HR tasks. You will help maintain professional client service and accurate documentation across departments.

You will create proposals and decks, manage calendars, track expenses, and assist with onboarding and compliance, contributing to smooth event operations and internal coordination.

Qualifications

• Proficient with PowerPoint to create professional proposals and decks.
• Experience managing Outlook calendars and coordinating meetings.
• Strong organizational, time management, and multitasking skills.
• Ability to work independently or in a team with professionalism and integrity.
• Pass background checks and pre-employment screenings.

Responsibilities

• Prepare proposals, presentations, and post-show decks using PowerPoint templates.
• Schedule and manage Outlook calendars and client/internal meetings.
• Provide data entry and task support for production, project, and account managers.
• Maintain professional standards and accurate meeting notes.
• Enter client details and project deliverables in internal systems.
• Draft financial documents and statements of work from templates.
• Organize files using OneDrive, SharePoint, and other systems.
• Support invoice tracking, expense documentation, and internal reporting.
• Assist with onboarding, training tracking, and HR documentation.
• Support client meetings and perform other admin duties as needed.

Skills

PowerPoint

Calendar management

Data entry

Organization

Time management

Independent work

Team collaboration

Background checks

Education

Bachelor's degree

QuickBooks familiarity

Tools

Outlook

OneDrive

SharePoint

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 skillsAbility 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.