Our small but growing educational materials business is looking for a dedicated person to handle client-facing duties, general office management tasks, executive assistance to CEO and COO, and events coordination. When our clients and colleagues work with you, we want them to encounter a friendly person willing to lend a helpful hand. You are a strong team player as well as a motivated individual who loves a job well done. The ideal candidate has excellent multitasking skills, a cheerful disposition, a positive attitude, and a strong work ethic. You are willing and happy to help when and where needed.

Skills

  • Time management and ability to meet deadlines
  • Verbal and written communication skills
  • Strong organizational skills and ability to multitask
  • Problem-solving and decision making
  • Strong attention to detail
  • Proactivity and self-direction
  • Interpersonal skills

Reception duties

  • Answer the phone in a timely manner and direct calls to the correct offices
  • Manage both digital and hard copy filing systems for all clients
  • Greet visitors cheerfully and assist them immediately
  • Manage front office including supplies, refreshments, and general maintenance
  • Helping with light warehouse duties

Executive Assistant duties

  • Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive’s behalf
  • Maintaining comprehensive and accurate records
  • Performing minor accounting duties
  • Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary
  • Answering phone calls in a polite and professional manner
  • Managing the executives’ calendars, including making appointments and prioritizing the most sensitive matters
  • Manage all travel planning for executives

Event Coordination duties

The duties and responsibilities center on planning and managing events of varying sizes and purposes. You will manage the logistics, keep everything within the allocated budget, and ensure that events are carried out smoothly.

  • Planning event details and aspects. Determining the target audience, purpose of the event and booth needs including booth design, shipping, and setup
  • Handle logistics like hotel and flight arrangements for entire team
  • Work with design team to create and produce marketing materials, booth furnishings, carpeting, electrical, signage, and show registrations,
  • Coordinate logistics, making sure that the booth materials arrive at the venue and then back to the Stages home office on schedule
  • Coordinating internal and external communications about the event
  • Creating reliable financial reports
  • Remaining on budget with all costs.
  • Helping with the set-up, execution, and cleanup of an event

Coordinate with organizers for event requirements:

  • Space selection, securing the venue
  • Registration
  • Compliance with all health and safety standards
  • Collaborate with marketing team and business unit to finalize event strategies
  • Handle hotel contracts for hospitality and/or meeting room needs (to include catering and AV)
  • Show logistics (electrical, drayage, equipment rental, AV)
  • Prepare shipments for all materials, both in/outbound
  • Update and manage input to shared documents used by the wider team to facilitate coordination and collaboration of events planning
  • Conducting thorough post-mortem to assess and catalog success for future reference