Proactive Events & Operations Coordinator

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

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.