What are the responsibilities and job description for the Administrative Assistant position at Loni Paige Consulting?
Position Overview:
We are seeking a highly organized and proactive Administrative Event Assistant to support our event planning team.
This role will involve a variety of administrative tasks suppoeting the CEO on day to day needs.
The ideal candidate will have excellent organizational skills, a keen attention to detail, and the ability to multitask in a fast-paced environment.
This position requires a strong communicator who can work remotely.
Key Responsibilities:
Budget Management:
- Create and maintain event budgets using appropriate formulas and print settings for client-facing and internal documents.
- Ensure budgets are up to date, track expenses/balances, and provide regular reports as needed.
- Ensure internal budget is up to date and tracking payments.
Client-Facing Documents:
- Design and generate professional documents including event proposals, pitch presentations, and agreements.
- Prepare customized event schedules, timelines, site plans, and logistics plans for clients.
Calendar & Event Updates:
- Update internal event calendars to reflect new, confirmed, and ongoing events.
- Assist with event scheduling, rescheduling, and adjusting timelines as necessary.
Vendor Coordination:
- Source, research, and communicate with potential vendors (e.g., caterers, florists, AV, etc.) for event needs.
- Manage vendor contracts and communications to ensure timely delivery, deposits/payment and compliance with event specifications.
Database Management:
- Input and update event-related information in the company’s database.
- Organize and manage event files, documents, and receipts to ensure they are easily accessible.
Event Research:
- Conduct research for upcoming events including venue options, trends, vendors, and suppliers.
- Assist with gathering market and competitor intelligence to inform event strategies.
Staff Coordination & Payment:
- Manage staffing needs, coordinate staff schedules, and communicate event responsibilities before, and during events.
- Ensure timely processing of staff payments and handle post-event follow-up.
Appointment Management:
- Manage team appointments and meetings, ensuring proper scheduling and logistics are in place.
- Coordinate meeting locations, travel arrangements, and preparation of meeting materials.
Social Media Support (Occasional):
- Assist with social media posts related to event promotions, on-site updates, and post-event content as needed.
Qualifications:
- Bachelor’s degree or equivalent experience in event planning, administration, or related field.
- Minimum of 2 years of experience in event coordination or administrative support, preferably in a fast-paced event planning environment.
- Strong proficiency with Google work applications such as sheets, docs and slides.
- Excellent written and verbal communication skills.
- Ability to prioritize tasks and manage time effectively.
- Highly organized with a keen attention to detail.
- Flexibility to work on evenings and weekends as required by event schedules.
- Ability to work both independently and collaboratively in a team environment.
- Comfortable with light physical tasks related to event setup and breakdown (e.g., carrying materials, assisting with event setup).
- A passion for events, client service, and creative problem-solving.
If you’re ready to join a dynamic and growing team and have a passion for event coordination and client service, we encourage you to apply!
How to Apply:
Please submit your resume, along with a brief cover letter detailing your relevant experience and why you’re excited about this opportunity, to events@lonipaige.com.