What are the responsibilities and job description for the Executive Assistant & Customer Service Coordinator (Audio-Visual Department) position at MCS - Midwest Conference Service?
About the Role
Midwest Conference Service is seeking a highly organized, proactive professional to support our Audio-Visual Department as an Executive Assistant & Customer Service Coordinator. This role goes beyond traditional administrative work—serving as a key connector between leadership, clients, and internal staff.
You will help drive event execution by managing communication, supporting planning efforts, and ensuring nothing falls through the cracks. The ideal candidate is detail-oriented, responsive, and comfortable balancing customer service, coordination, and light sales support in a fast-paced event environment.
Key Responsibilities
• Serve as the primary point of contact for incoming customer inquiries via phone and email
• Coordinate communication between clients, the AV Director, and internal teams
• Assist in planning and organizing event-related AV needs, meetings, and timelines
• Track incoming RFPs, proposals, and project updates to ensure timely responses and follow-ups
• Support the AV team by gathering event details, confirming requirements, and maintaining accurate records
• Proactively follow up with clients regarding quotes, approvals, and event logistics
• Assist with outbound communication, including reaching out to prospective and existing clients
• Provide light sales support, including identifying opportunities and helping convert leads when appropriate
• Keep executives informed on project status, deadlines, and outstanding items
• Help maintain organization across multiple active events and ensure deliverables stay on schedule
Qualifications & Requirements
• Previous experience in an administrative, customer service, or coordination role required
• Experience in the event, trade show, or audio-visual industry preferred but not required
• Strong communication skills with the ability to write clear, professional emails
• Highly organized with strong attention to detail and follow-through
• Ability to manage multiple priorities in a fast-paced environment
• Comfortable interacting with clients and internal teams in a professional setting
• Proficient in Microsoft Office (Word, Excel, Outlook)
• Willingness to learn, adapt, and take ownership of responsibilities
Position Overview
This role is ideal for someone who naturally fills gaps, stays ahead of issues, and keeps people organized. You will play a critical role in ensuring our events run smoothly and our clients receive consistent, high-quality communication.
What We Offer
• Salary: Starting at $50,000 annually
• Stable, full-time position with consistent hours
• Hands-on exposure to the trade show and live events industry
• Direct mentorship from experienced leadership
• Opportunities for growth within a small, expanding company
• Collaborative, team-oriented work environment
• Paid time off (PTO)
• Health insurance benefits
• Potential for performance-based bonuses or incentives