Administrative Assistant

About This Role

This Administrative Assistant role provides comprehensive administrative and operational support to the executive team, with a strong focus on coordinating logistics for trade shows, managing financial administration, and supporting marketing efforts. Success in this role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Responsibilities

• Provide administrative support to the executive team, including meeting preparation, document drafting, and follow-up tasks
• Prepare correspondence, presentations, reports, and internal documentation
• Maintain organized digital and physical filing systems
• Coordinate travel arrangements and process expense reports
• Support cross-functional teams with administrative and operational needs
• Process accounts payable invoices, ensure proper approvals, and coordinate timely payments
• Assist with accounts receivable tracking, invoicing, and follow-up
• Maintain accurate financial records related to expenses, vendors, and events
• Coordinate logistics for domestic and international trade shows, conferences, and marketing events
• Manage event timelines, task lists, and deadlines to ensure successful execution
• Coordinate booth logistics including shipping, freight, storage, and return shipments
• Liaise with event organizers, vendors, freight companies, and exhibit houses
• Assist with booth setup, materials preparation, and on-site support as required
• Track inventory of booth materials, promotional items, samples, and marketing collateral
• Track event-related expenses and assist with budget monitoring
• Assist with ordering, organizing, and distributing marketing materials for events
• Support internal communications related to event planning and execution
• Assist with post-event documentation, reporting, and process improvement

Requirements

• 2-4 years of experience in an administrative, office support, or coordination role
• Strong organizational skills and attention to detail
• Ability to manage multiple tasks and deadlines simultaneously
• Proficiency in Microsoft Office
• Ability to carry up to 50 Ibs
• Valid Driver's license
• Strong written and verbal communication skills

Qualifications

• 2-4 years of experience in an administrative, office support, or coordination role

Nice to Have

• Experience with AP/AR processes or financial administration
• Experience supporting trade shows, events, or logistics

Skills

* Required skills