What are the responsibilities and job description for the Event Coordinator position at Impact Solutions Inc?
Company Overview:
Our client, a private equity firm headquartered in Pittsburgh, Pennsylvania, and with an office in New York, specializes in investments within the distribution, business services, and manufacturing sectors. With a 20 year track record and a people-first approach to private equity, they are dedicated to transforming growing companies into world-class enterprises.
Role Description:
We are seeking an Event/Administrative Assistant who will play a pivotal role in orchestrating our firm's operations, with a particular emphasis on event planning and travel coordination. This role involves a blend of administrative, operational, and strategic support functions. We are looking for an outgoing, detail-oriented individual who can seamlessly manage multiple projects while supporting our administrative and business development initiatives.
Primary Responsibilities:
- Business Development and Event Planning:
- Coordinate communication, scheduling, and planning for internal and external stakeholders.
- Manage recurring and ad-hoc meetings, including logistical details such as gathering and preparing materials, coordinating catering, and distributing information.
- Calendar management and itinerary building for travel arrangements.
- Perform data entry and tracking for business development activities within the CRM system.
- Provide project management and event support for Business Development and other departments as needed.
- Assist with marketing activities, including website updates, video production scheduling, and on-site coordination.
- Expense and Travel Management:
- Assist in bi-weekly expense reporting and backup duties.
- Manage certified mailings for tax filings, distributions, and notifications.
- Team Support:
- Calendar management for team leaders.
- Coordinate supplier fulfillment, including distributing and organizing receivables and replenishing supplies in designated areas.
- Handle reception duties and other clerical tasks as assigned.
Qualifications:
- 3-5 years of administrative assistant or equivalent experience.
- Exceptional communication skills, both written and verbal.
- High emotional intelligence (EQ) with the ability to build strong relationships.
- Strong sense of ownership, with the capability to work collaboratively and independently.
- Driven, with a keen interest in self-development.
- Resourceful and detail-oriented, showcasing excellent organizational skills.
- Comfortable in a fast-paced and dynamic environment.
- High level of personal responsibility and accountability.
- Proactive problem-solving ability and the capacity to anticipate the needs of others.
- Proficiency in various software applications, including Word, Excel, PowerPoint, and Outlook.
- Experience with customer relationship management (CRM) databases is preferred.
- Knowledge of travel and expense platforms like Concur or similar systems.
- Familiarity with various conferencing platforms such as BlueJeans, Zoom, and Teams.
Join this dynamic team where you will play a pivotal role in event planning and travel coordination efforts while contributing to the growth and success of the firm.
