CAREERS
Executive Assistant
Full Time
RevRoad
RevRoad HQ

Office Manager / Executive Assistant / Events Coordinator

RevRoad is seeking an office manager, executive assistant, and events coordinator. This role will be responsible for the organization and coordination of office operations, procedures, and resources to facilitate effectiveness and efficiency for the entire organization. As the executive assistant, this individual will perform a wide variety of administrative support activities. As an events coordinator this individual will organize outstanding and unforgettable events. You will be responsible for every part of event preparations, such as choosing venues, approving menus, developing seating plans, leading many of the details involved, sending and receiving 1 a.m. texts, and evaluating success afterward.

We are looking for a passionate, enthusiastic, team player with good judgment and the ability to work in a fast-paced environment and adapt quickly to changing needs and priorities.  You should be well-organized and possess a sound knowledge of vendor management. Excellent communication and attention to detail skills are vital in this role, as our success depends on a fantastic brand experience through our events. Grit, Growth, and a +1 mentality (going the extra mile), RevRoad values, must be evident from your work history. 

This is a full time salaried position with benefits.

Duties and Responsibilities

Core duties and responsibilities include the following. Other duties may be assigned.

Office Manager

  • Oversee all daily office functions to ensure the organization and staff have a satisfying work environment

  • Serve as the first point of contact to answer, screen, and transfer incoming calls and greet office visitors as you cover the front lobby

  • Be responsible for all vendor management, including ordering equipment and supplies, managing and monitoring service levels, invoice reconciliation and addressing unsatisfactory vendor services

  • Coordinate logistics,prepare meeting materials, and possibly take notes for RevRoad Board of Directors, staff, leadership, and committee meetings

  • Maintain RevRoad files and records; update RevRoad’s database of contacts

  • Coordinate meetings as needed, with duties that include planning accommodations, menus, space set-up, managing a budget, coordinating local transportation, and managing audio/visual requirements

  • Work with the executive staff to coordinate all staff activities such as brown bag luncheons, volunteer activities, social engagements, and holiday celebrations, competitions, monthly events held, community events, etc.

  • Inventory, order and brand swag duties with the assistance of the marketing department

  • Maintain cleanliness and stock the kitchen and event space (to include, take out trash, wipe all surfaces, clean fridges, order and/or shopping for supplies, etc.)

 

Executive Assistant

  • Manage and maintain executive calendar including scheduling appointments, internal/external meetings, and conference calls

  • Coordinate travel itineraries, flights, hotel accommodation, rental car and other travel needs

  • Draft and edit correspondence, communications, presentations and other documents on behalf of the executive team

  • Serve as a liaison with internal staff at all levels

  • Interact with external partners as well as RevRoad leadership 

  • Provide assistance and support to Executive Team on various projects such as new employee onboarding, portfolio onboarding and graduation, RevRoad Board calendar planning, and staff communication

  • Support senior staff on other projects as needed

  • Prepare agendas for meetings, including briefing materials and presentations

  • Sourcing and confirming sponsorships for various events

 

Events Coordinator

  • Identify the client’s requirements and expectations for each event

  • Liaise with vendors, exhibitors, and stakeholders during the event planning process to ensure everything is in order

  • Manage all event set-up, tear down, clean up and follow-up processes

  • Maintain event budgets

  • Book venues, entertainers, photographers, and schedule speakers

  • Conduct final inspections on the day of the event to ensure everything adheres to the client’s standards

  • Assess an event’s overall success and submit findings

  • Be available to help with social media cameo’s if needed

 

Competencies

  • An interest or desire in developing expertise in administrative support, logistical planning and vendor management

  • 1-3 years of office administration experience

  • Computer literacy and proficiency in Microsoft Office, Google G-Suite (a Spreadsheet-Samurai would be amazing!), Slack

  • Attention to detail and strong organizational skills (required)

  • Commitment to establishing and maintaining effective organizational systems within an office environment

  • Event planning (experience strongly preferred)

  • High level of professionalism and a strong ability to relate to people of all business levels

  • Effective interpersonal communication style particularly with board members, executives, and senior level staff

  • Proven ability to prioritize and manage multiple tasks simultaneously with little direction

  • Strong problem-solving skills

  • Sensitivity toward cultural diversity and an ability to work across various regions of the world

  • Entrepreneurial-minded and willing to wear many hats, work outside the normal business hours of 9 am to 5 pm.

  • Hours expected at the office are 8 am to 5 pm with a one hour lunch break

  • The ability to relate to and exceed the abilities of the assistant in the movie, ‘The Devil Wears Prada’ ;) 

Education

Associate’s degree, bachelor’s degree or equivalent work experience. 

Experience

Previous experience managing a professional office preferred.

 

The proven ability to multitask effectively in previous positions.