Job Description
Are you an Administrative professional who has a passion for planning, organization, and enjoys being a key member in amore intimate team environment? Would you like a more flexible schedule?
Our client location in the northern suburbs (Northbrook area) is looking to add a strong administrative assistant that is looking for a 35 hour/week work schedule. The key to success require an experienced background (5-10 years in an administrative or project management role) and ability to be organized and work autonomously.
About the company:
Our client is a dynamic and innovative organization committed to delivering impactful conferences across various IT industries. We are seeking a detail-oriented, organized, and proactive individual to join our team as a Project Manager/ Administrative Assistant. This role will support the planning, coordination, and execution of 20 annual conferences, ensuring seamless operations and an exceptional experience for all attendees and sponsors.
Key Responsibilities:
- Assist in the planning and coordination of conferences, from inception to completion.
- Manage conference schedules, including speaker bookings, venue arrangements, and logistics coordination.
- Communicate with sponsors and venue to ensure timely delivery of event requirements.
- Maintain and update event-related documentation, such as attendee lists, registration data, and budget tracking.
- Ensure compliance with event policies and timelines
- Provide on-site support during conferences to handle any immediate logistical needs and ensure smooth operations.
- Provide administrative support to the company president
- Create and update conference webpages
- Update and maintain company website pages for each conference via WordPress (adding/editing session information, linking pages, adding media/logos, etc.)
- Update and maintain forms in Wufoo
- Communicate day of conferences with sponsors and attendees
Qualifications:
- Proven experience in project management, conference coordination, and related administrative roles.
- Strong organizational and time-management skills with the ability to handle multiple tasks and deadlines.
- Excellent written and verbal communication skills.
- Ability to work well under pressure and in a fast-paced environment.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint), WordPress, Adobe and Wufoo
- Ability to work independently in small office environment
- Some travel required for on-site for pre-conference setup the day before conference (approx. 2 hours) as well as on-site conference management (approx. 7am – 5:30pm)
- Professional presentation and demeanor
- Bachelor's degree or equivalent experience
If you are passionate about administration, project management, and conference planning and are detail-oriented, and thrive in a fast-paced environment, we would love to hear from you!