Administrative Assistant

Welcome to Utopia, where we believe in the power of entrepreneurial spirit! At Utopia, we’re not just a team; we’re a community of innovators, dreamers, and go-getters. Beyond event planning, management, and production, Utopia is an experience and relationship management company. We work closely with clients to create highly customized, immersive event experiences that foster connectivity and engagement with customers, employees, donors, and other important stakeholders.

Founded in 2002, Utopia Experience is a full-service event production company specializing in conferences, nonprofit galas, and corporate events.

We’re seeking an organized, detail-oriented Administrator Assistant to manage the essential administrative and financial operations that keep our business running smoothly. This role is perfect for someone who thrives on structure, enjoys working with numbers, and takes pride in keeping systems running efficiently behind the scenes.

You’ll work closely with our VP of Operations and leadership team to handle accounts payable/receivable, bill management, Quick Books reconciliation, office management, and various compliance tasks. This is a critical support role that requires someone who can work independently, manage multiple deadlines, and maintain accuracy in a fast-paced environment.

• Manage accounts payable processing through Quick Books, including vendor payments, subcontractor payments, and internal reimbursements
• Track and process accounts receivable, following up on outstanding invoices
• Process bi-weekly payroll and retirement contributions
• Reconcile credit card transactions and bank statements weekly in Quick Books
• Monitor and pay monthly bills on schedule
• Prepare quarterly tax filings and assist with annual tax preparation
• Maintain accurate financial records and generate reports as needed

• Coordinate travel arrangements for team members, including hotel bookings, flights, rental cars, and ground transportation
• Conduct vendor research for clients, sourcing and vetting suppliers such as photographers, speakers, caterers, entertainment, and specialty industry vendors
• Manage office inventory and supplies (restocking, ordering, budget management)
• Coordinate office cleaning schedule and maintenance needs
• Process employee out-of-office requests and maintain company calendar
• Serve as point of contact for office-related vendors (HVAC, realtor, insurance, etc.)
• Handle employee onboarding paperwork and basic HR administration
• Maintain organized filing systems (digital and physical)

• Track compliance deadlines and requirements
• Assist with annual personal property declarations
• Maintain accurate employee records and documentation
• Generate reports on administrative metrics and trends

• 2+ years of experience in office administration, bookkeeping, or similar role
• Proficiency with Quick Books Online (accounts payable, payroll, reconciliation)
• Strong organizational skills with exceptional attention to detail
• Comfortable managing multiple deadlines independently
• High level of discretion when handling confidential financial information

• Experience with payroll processing and tax filing
• Familiarity with  or similar project management tools
• Experience in a small business or family-owned company environment
• Understanding of 1099 vs W-2 classifications
• Knowledge of Missouri employment law and compliance requirements

There’s strong potential for this role to grow into a full-time opportunity.

We’d love for you to send us a brief video explaining why you think you’re a good fit for this position!