Administrative Assistant

Administrative Assistant – Events Department Position Overview

The
Administrative Assistant – Events Department
is responsible for providing administrative and logistical support to the Events Department and its managers. This position plays an important role in keeping events organized from booking through completion, maintaining accurate financial and event records, coordinating travel and product needs, and ensuring communication is handled promptly and professionally.

The ideal candidate is highly organized, detail-oriented, responsive, and comfortable managing multiple events, deadlines, vendors, and administrative responsibilities at the same time.

• Monitor and manage your assigned company email inbox throughout the workday.
• Assist with monitoring and managing the email inboxes of the manager(s) you directly support.
• Respond to emails promptly and professionally or route them to the appropriate team member.
• Flag urgent messages, deadlines, payments, event changes, and other items requiring management attention.
• Maintain organized email folders, event records, calendars, spreadsheets, and company documents.
• Assist managers with scheduling, follow-ups, reminders, and general administrative tasks.
• Ensure important communications do not go unanswered or unresolved.

• Assist with the administrative and logistical coordination of company, corporate, private, and off-site events.
• Maintain accurate event details, including dates, times, locations, guest counts, contacts, product needs, staffing information, and special requests.
• Coordinate event logistics with stores, managers, vendors, clients, and other departments.
• Confirm event details prior to each event and ensure necessary information is communicated to everyone involved.
• Assist with event timelines, schedules, transportation, deliveries, setup requirements, and other logistical needs.
• Track upcoming events and ensure deadlines and required tasks are completed.
• Assist the Events Department with last‑minute changes or needs as they arise.

• Create and send customer and event invoices accurately and on time.
• Track outstanding invoices and follow up on payments when necessary.
• Monitor incoming payments and maintain accurate payment records.
• Assist with accounts receivable
  related to events.
• Receive, organize, and process vendor invoices and event‑related bills for
  accounts payable
  .
• Ensure invoices, receipts, purchase information, and payment documentation are properly organized.
• Communicate discrepancies or outstanding balances to management.
• Work with the accounting team as needed to ensure event-related receivables and payables are properly documented.

• Order hats, accessories, branding materials, supplies, and other products required for upcoming events.
• Confirm quantities and product requirements with the Events Department before ordering.
• Track orders and shipments to ensure products arrive before event deadlines.
• Coordinate product deliveries to stores, event locations, hotels, or other destinations as needed.
• Communicate delays, shortages, or product issues immediately.
• Assist with organizing and tracking event‑specific inventory and supplies.

• Book and coordinate
  flights, hotels, rental vehicles, and other travel arrangements
  for event staff and managers as needed.
• Maintain accurate travel itineraries and confirmation information.
• Communicate travel details to all applicable team members.
• Assist with travel changes, cancellations, and adjustments when necessary.
• Help ensure travel is booked efficiently and within company guidelines and approved budgets.

• Communicate with event vendors, venues, transportation providers, hotels, rental companies, and other outside partners.
• Request quotes and availability when needed.
• Coordinate vendor schedules, deliveries, pickups, and event requirements.
• Maintain organized vendor contact information and documentation.
• Follow up with vendors to ensure deadlines and commitments are met.
• Assist with sourcing new vendors when requested by management.