Administrative Assistant

Harvard Resource Solutions is seeking an Administrative Assistant on a temporary with potential to direct hire for our non profit client in Troy.

In office

8:00am - 4:00pm

Pay: 25.00hr - 30.00hr

The Administrative Assistant will provide high-level administrative, communications, and presentation support.. This role supports daily operations, assists with event and meeting logistics, manages member or stakeholder communications, and ensures that presentation materials are created professionally and effectively for internal and external audiences. The ideal candidate is highly organized, detail-oriented, tech-savvy and ability to coordinate those skills.

Key Responsibilities:

• Coordinate and oversee logistics for meetings, conferences faculty, vendor displays, and onsite management.
• Schedule and participate in planning committee meetings; draft and distribute meeting summaries.
• Ensure programs remain on schedule, run smoothly, and stay within stated budgets.
• Oversee the program budget, including tracking billing, payments, and other financial transactions.
• Create and maintain program records, reports, presentations, and proposals.
• Secure funding and sponsorship opportunities for events from external vendors.
• Prepare regular internal reports on conference status and performance for the Executive Director.
• Attend programs and manage onsite logistics.
• Ensure compliance with industry regulations and internal policies, especially regarding events and sponsorships.
• Oversee the use of technology to support program operations, including video conferencing, presentation software, and communication tools.

Reporting and Evaluation:

• Conduct post-event evaluations to assess success, gather feedback, and identify improvements for future programs.
• Assist in maintaining and updating policies and procedures related to programming.
• Participate in final budget reconciliation.

Accreditation and Compliance:

• Ensure adherence to accreditation standards and compliance requirements for all programs and conferences.

Requirements:

• Minimum of 3 years’ experience in project/conference coordination for local and regional programs, including pre-event planning and on-site execution.
• Self-motivated with strong problem-solving and project management skills.
• Proficient in Microsoft Word and Excel; familiarity with PowerPoint.
• Exceptional attention to detail and ability to meet time-sensitive deadlines.
• Highly organized with the ability to manage multiple tasks simultaneously.
• Excellent interpersonal and communication skills, both written and verbal.
• Ability to represent the organization positively and professionally when engaging with attendees, faculty, members, and industry partners.
• Availability to travel within Michigan for live conferences.