PART TIME SEASONAL Administrative Assistant

ShowSpan, Inc.; Grand Rapids (MI); On-site; USD 21,000 - 30,000; Part time

Benefits offered by this job

Part-time schedule 10am-5pm (Mon, Wed,

Seasonal position through March 31, 7

Job summary

ShowSpan, Inc. is seeking a part-time seasonal Administrative Assistant reporting to the Administrative Director. The role involves extensive phone work and administrative support in a fast-paced seasonal office environment.

The ideal candidate is customer-service oriented, professional, organized, punctual, flexible, a team player, personable, and thrives in a productive team setting. Proficiency in Windows, Microsoft 365, and website editing is required; CRM experience is a plus.

Qualifications

• Customer service experience and professional demeanor.
• Proficiency with Windows and Microsoft 365 applications (Outlook, Teams, Word, Excel).
• Familiarity with website editing and CRM systems is a plus.
• Strong organizational skills and ability to manage multiple tasks.

Responsibilities

• Provides secondary phone coverage and directs calls when receptionist is unavailable.
• Maintains online exhibitor kit, troubleshoots issues and shares access information.
• Sends email/phone reminders to exhibitors to create accounts and meet deadlines.
• Collects and assists exhibitors with securing proof of general liability insurance.
• Provides administrative and event support, including credentials and paperwork transition.
• Answers exhibitor questions and assists patrons during shows.
• Performs additional responsibilities as needed.

Skills

Customer service

Interpersonal skills

Project management

Office experience

Windows proficiency

Microsoft 365

CRM familiarity

Tools

Website editing

CRM systems

Job description

We are seeking a PART TIME SEASONAL Administrative Assistant. This part-time seasonal position reports to the Administrative Director and requires extensive phone work and administrative support in a seasonally fast-paced office environment. We are a team centered around our core values: passionate about creating value, are genuine & authentic, seek to exceed expectations, exhibit grace under fire, are trustworthy, and always spirited and fun. The ideal candidate will reflect and exemplify these core values.

A qualified candidate must be customer service oriented, professional, organized, enthusiastic, punctual, flexible, a team player, personable, and thrive on a being a part of a productive team.Skills that are required include: customer service, interpersonal skills, project management, and office experience. Proficiency in Windows, Microsoft 365 and general computer literacy are a must. Additional knowledge of website editing strongly advised.

ESSENTIAL DUTIES and RESPONSIBILITIES:

• Provides secondary phone coverage, answering and directing incoming calls when the primary receptionist is unavailable.
• Support and maintain online exhibitor kit, troubleshoot issues, assist with mailing/emailing access information to exhibitors.
• Perform various administrative tasks such as email and phone reminders to exhibitors to create accounts and meet deadlines.
• Collect and assist exhibitors with securing correct proof of general liability insurance coverage.
• Provide general administrative and event execution support such as printing and preparing credentials and paperwork transition to Show Office Managers.
• Assist patrons and answer exhibitor questions by having general knowledge of shows.
• Additional responsibilities as needed.

QUALIFICATIONS and/or EXPERIENCE:

• Previous experience with computers, customer service, and administrative support.
• Proficient in Office 365 Products to include Outlook, Teams, Word, and Excel; Experience working with website editing and a CRM is a plus; Comfortable learning new software and working with various office equipment.
• Physical Stamina: requires moderate physical exertion, including bending, kneeling, stooping and standing; some lifting and moving of heavy objects (up to 50 lbs) with assistance.
• Ability to work independently on tasks, collaborate with a team, manage deadlines and be confident under pressure
• Strong organizational skills and detail oriented to manage tasks and work with multiple people.
• Excellent interpersonal as well as written and verbal communication skills

BENEFITS/PERKS:

• Part Time (Mon, Wed & Fri – preferred 10am-5pm schedule) – potential for additional hours during show weeks upon mutual agreement
• Seasonal Position to run through March 31, 2027
• FREE Movies and Discounted Food & Beverage through sister company, Studio C
• Compensation is based on experience and qualifications
• Equal Opportunity Employer