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.
Core duties and responsibilities include the following. Other duties may be assigned.
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.)
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
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
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’ ;)
Associate’s degree, bachelor’s degree or equivalent work experience.
Previous experience managing a professional office preferred.
The proven ability to multitask effectively in previous positions.