What are the responsibilities and job description for the Administrative Assistant position at InterGlobal Exhibits (IGE)?
About IGE
IGE – InterGlobal Exhibits is an experiential marketing company specializing in the design and production of custom trade show exhibits, branded environments, and memorable brand experiences. We work collaboratively across departments to deliver high-quality solutions for our clients.
Position Summary
IGE is seeking a highly organized, detail-oriented, proactive, and bilingual (English/Spanish) Administrative Assistant to support the smooth and efficient operation of our Englewood office.
This position provides administrative, clerical, and operational support across multiple departments, with a primary focus on assisting leadership, accounting, and internal staff. The ideal candidate is dependable, adaptable, comfortable managing multiple priorities, and able to handle confidential information with professionalism and discretion.
Fluency in both English and Spanish is required, as this position will support communication and coordination with Spanish-speaking employees, vendors, partners, and other business contacts as needed.
Key Responsibilities
Office Administration & Operations
- Manage incoming calls, mail, and general office correspondence.
- Maintain office organization, supplies, and day-to-day facility needs.
- Coordinate building repairs, maintenance schedules, and vendor visits.
- Ensure the office kitchen and common areas remain clean, stocked, and organized.
- Coordinate internal meetings, prepare materials, and maintain shared calendars.
- Assist with monthly meetings and prepare related documentation.
- Handle sensitive and confidential information with discretion.
Administrative & Financial Support
- Enter accounting and administrative data into ERP and Excel on a weekly basis.
- Prepare monthly office supply budget reports for the Accounting Department.
- Support new employee onboarding, including coordination of computers, phones, office supplies, and workstation setup.
- Maintain organized electronic and physical filing systems.
- Provide general administrative support to leadership and internal teams as needed.
Communication & Coordination
- Support internal communications through email, Slack, and the company newsletter.
- Coordinate and distribute the monthly internal newsletter.
- Facilitate clear communication in both English and Spanish between departments, employees, vendors, and other business contacts as needed.
- Provide calendar management and scheduling support for leadership as needed.
Special Projects, IT & Event Support
- Coordinate IT requirements and requests between Key IT and IGE.
- Coordinate holiday celebrations, employee events, and other internal activities.
- Order company-branded apparel, business cards, and promotional materials.
- Support office logistics for photography sessions and marketing initiatives.
- Assist with onboarding new vendors and service providers, including IT, travel programs, and facility-related services.
- Research and assist with implementing operational tools, virtual office solutions, and new internal systems.
- Perform other administrative and office-related duties as assigned.
Skills, Knowledge and Expertise
Skills & Qualifications
- Fluent in English and Spanish, with strong written and verbal communication skills in both languages.
- Strong organizational and time-management skills with the ability to manage multiple priorities.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office, including Excel and Outlook.
- Strong attention to detail and accuracy.
- Ability to handle confidential information with professionalism and integrity.
- Dependable, proactive, and adaptable to changing priorities.
- Positive and collaborative approach to supporting colleagues and management.
- Comfortable working in a 100% in-office environment in Englewood, Colorado.
Benefits
Compensation
$25.00 - $26.00 USD / Hour
Why Join IGE?
At IGE, you’ll work in a collaborative and fast-paced environment where your organizational skills and ability to keep operations running smoothly will have a direct impact across the company. This role offers the opportunity to work closely with leadership while supporting multiple areas of the organization.
Salary : $25 - $26