Administrative Assistant

Multi Image Group (MIG) is looking for an Administrative Assistant to join our team of 150 professionals working out of a 100,000 sq ft facility in Boca Raton, FL. MIG is a 46-year-old global production agency producing live events, creative digital content, and trade shows for the world's biggest brands. This is a great opportunity for the right person to get into the world of corporate production using your administrative abilities. In this job, you will work with Technical Directors, Lighting Designers, Creative Directors, Sound Engineers, and many other levels of Broadway-caliber professionals who work in the corporate industrial theater meeting space.

The Administrative Assistant supports the coordination of corporate shows and other events. The assistant reports to the Chief Technical Officer (CTO) and will work alongside key directors in the staging department. Tasks include assisting with crew logistics, trucking, purchase orders, accounting, and pre- and post-show reconciliation. The Administrative Assistant must be able to work independently and as part of a team and have excellent organizational and time management skills.

If you're highly organized, resourceful, and eager to support world-class live events with the world's biggest brands, we’d love to hear from you!

Administrative Responsibilities:

• Work directly with the Chief Technical Officer (CTO) and the additional key players in the staging department and MIG to support all aspects of daily work routines.
• Maintain working calendars, including scheduling meetings, appointments, training, and travel (domestic and international) arrangements. Exercise discretion in committing time and evaluating needs.
• Serve as a liaison between the MIG Staff and vendors. This includes receiving and screening calls and emails, answering questions tactfully and diplomatically, taking messages, and directing calls appropriately for resolution.
• Attend meetings and take discussion notes; prepare the initial draft of minutes and summaries.
• Complete various special projects, including creating PDFs of CADs, PowerPoint presentations, financial spreadsheets, expense reports, and agenda material.

Shipping & Scheduling Responsibilities:

• Act as the primary liaison between our team and shipping vendors, ensuring all gear is delivered, tracked, and returned after the event.
• Work closely with Event Technical Directors (TDs) to confirm shipping needs,load-in/load-out schedules etc.
• Work closely with the Warehouse Manager, Technical Directors, and Department Heads when assigning delivery and pick-up windows to ensure trucks are loaded and dispatched on time for event setup and breakdown.
• Request and compare shipping quotes, selecting the best vendor in collaboration with the TD.
• Good negotiation skills are a plus.
• Generate purchase orders (POs) send approved shipping documents to vendors, and keep all key leads informed (Event TDs, Warehouse Manager, Shipping Vendor etc.).

Qualifications/Requirements:

• Energetic and eager to tackle new projects and ideas. Self-starter.
• Comfortable interacting with high-level executives.
• Resourceful, can-do attitude. Cranky people need not apply.
• Associate degree: Bachelor’s degree preferred.
• Clear, concise communicator, both written and verbal.
• Local to South Florida with the requirement to come into the office 5 days a week.
• Proficiency in Mac or PC OS. Programs including Microsoft 365 - Outlook, Microsoft Office, Word, Excel, Teams, Zoom.
• 1 year working full-time in a corporate environment.
• Any experience in event production or AV industry is a plus.
• Must have a good sense of humor as one of our core values is to have fun.

Benefits (for Full-Time employees):

• Employee Stock Ownership Plan (ESOP)
• 401K match
• Health Insurance
• HSA/FSA
• Paid Time Off (PTO)
• Paid Holidays
• Wellness Program
• Profit Sharing Program
• End of Year Bonus