What are the responsibilities and job description for the Executive Assistant / Office Manager position at AMS Events?
The Executive Assistant and Office Manager will work directly with the Director of Operations to support both AMS Events and CP2 Logistics. The role is structured as eighty percent AMS Events support and twenty percent CP2 Logistics support.
About AMS Events LLC
AMS Events is a leading event production company based in Carrollton, TX.
Description
Primary Responsibilities for AMS Events (eighty percent)
Executive Support
- Prepare meeting notes, task lists, and follow up documentation
- Assist with communication flow between the Director of Operations and internal departments
- Help maintain organizational structure, internal systems, and company wide planning timelines
Administrative and Operational Support
- Assist with building and maintaining SOPs, processes, and internal documentation
- Maintain organized digital files for company operations, event documents, and records
- Support daily administrative tasks and reduce operational workload for the Director of Operations
Contractor Management
- Maintain the contractor database and ensure all rate agreements are on file and current
- Ensure contractor rate agreements are completed prior to job assignment
- Assist with contractor onboarding and ongoing communication
Accounting and Financial Assistance
- Process and organize incoming invoices, coding them for review by Project Managers prior to Executive Approval.
- Oversee company wide credit card reconciliation and ensure timely submission of receipts and coding
- Assist the Director of Operations with internal budget tracking and financial documentation
HR and Employee Support
- Assist with employee onboarding, offboarding, and maintenance of HR records
- Coordinate performance reviews, employee goals, and internal communication
- Assist with interview coordination and candidate communication
Goal and Metric Tracking
- Maintain KPI dashboards and departmental scorecards
- Assist with monthly and quarterly metrics used in review cycles
- Help ensure departments stay aligned with operational goals
Secondary Responsibilities for CP2 Logistics (twenty percent)
Although CP2 Logistics has a dedicated Logistics Coordinator, the Executive Assistant/Office Manager will provide administrative, accounting, and planning support for the Director of Operations.
Sales and Load Planning Assistance
- Maintain organized documentation for clients rate confirmations, schedules, and planning notes
- Assemble information needed for the Director of Operations to finalize quotes and load schedules
Administrative Support
- Maintain updated files for drivers, contractors, vendor accounts, and client documentation
- Organize rate agreements, service documents, compliance paperwork, and client records
- Assist with communication between CP2 leadership, clients, and administrative partners
Accounting Coordination
- Process CP2 Logistics invoices and prepare them for internal approval
- Assist with credit card receipt collection, organization, and reconciliation
- Maintain payables, vendor files, and expense documentation for CP2
Skills and Experience Needed
- Strong organizational skills and time management abilities
- High attention to detail and accuracy
- Experience in executive support or office management
- Basic accounting knowledge, especially related to invoices and reconciliation
- Strong communication skills with clients, vendors, and internal team members
- Ability to multitask across two companies and maintain clean documentation
- Comfort working in evolving environments where priorities shift
- Ability to maintain confidentiality
Salary
$50,000 - $60,000 per year
Salary : $50,000 - $60,000