Event & Retail Administrative Assistant

Job title: Event & Retail Administrative Assistant

About the Role

Under general supervision of the Event Manager and Retail Manager, this role performs a variety of administrative duties related to Event and Retail functions and programs, including appointments, equipment, training, and general paperwork. The position supports scheduling, coordination, reporting, and day-to-day tasks to help promoters, team leads, and managers run successful shows.

What You'll Do

• Track all event appointments and maintain updated spreadsheets; compare with promoter log sheets weekly; identify missing appointments; serve as point of contact for promoters to check on appointments; provide promoters with a weekly list of sits and cancels.
• Pull and listen to calls as needed; assist Marketing Manager; coordinate show move-ins by ensuring Team Leaders have all supplies they need to prepare the show space.
• Create and maintain equipment in/out logs; keep event area organized; input Promoters and various shows into systems such as Timesheet Mobile, When I Work, EnabledPlus, etc.
• Assist with scheduling interviews for candidates; perform reverse searches when time allows; research department projects (e.g., Farmer’s Market in the area); assist with running DISC profiles; track inventory and supplies; track the life of appointments and communicate to Agents and Promoters.
• Generate appointment tracker reports; maintain weekly log sheets with date, set, and customer information; deliver appropriate documents to HR; assist with employee bonus calculations and expense tracking; pull monthly/weekly reports (e.g., S&M’s, monthly hour breakdowns); other duties as assigned.

What We're Looking For

• One to three years related experience and/or training.
• Ability to read and interpret documents; ability to write routine reports and correspondence; ability to speak effectively before groups of customers or employees.
• Strong mathematical skills and ability to compute rate, ratio, and percent; ability to interpret bar graphs.
• Reasoning ability to solve practical problems and interpret a variety of instructions.
• Proficiency with Microsoft Office suite (Word, Excel, Outlook, SharePoint, Teams).
• Ability to learn and use company programs (Timesheet Mobile, EnabledPlus, When I Work, etc.).
• Strong interpersonal, communication, and organizational skills; dependable and adaptable.
• Regular attendance; able to work in a fast-paced environment; physically capable of light lifting as needed.

Nice to Have

• Experience in event marketing/promotions or retail environments.
• Familiarity with scheduling and promoter coordination systems.

Compensation & Benefits

• Salary details are not provided in the posting. Benefits information is not provided.