Administrative Assistant, Corporate Events

Established in 2004, Prime Controls, L.P. is a family-owned Systems Integration and I&C Construction firm dedicated to meeting clients’ industrial automation and control requirements. As a Main Automation Contractor, we offer comprehensive solutions, supported by our size, expertise, and extensive experience. With a professional team of 1000 employees, Prime Controls serves customers nationwide from our Dallas, Texas headquarters and offices throughout the United States. Our mission is to deliver the highest quality professional services while prioritizing our employees’ well-being and fostering an exceptional workplace environment.

Position Summary

As an Administrative Assistant you will support the Corporate Events Department and Executive Leadership by coordinating and executing company events, assisting with employee engagement initiatives, and providing administrative support. This role ensures events are organized, communications are clear, and logistics run smoothly while maintaining a professional and welcoming environment.

Key Responsibilities

Corporate Event & Party Planning

• Assist in planning, coordinating, and executing company events, parties, and employee appreciation functions from start to finish.
• Source and coordinate with vendors, venues, and caterers; obtain quotes and track event budgets.
• Support event logistics, including invitations, RSVP tracking, room/venue setup, signage, and day-of on-site support.
• Maintain an annual events calendar and help ensure events align with company culture and budget.
• Coordinate travel, lodging, and logistics for events held at offices outside headquarters, as needed.
• Support customer appreciation events and coordinate related materials and gifts.
• Help maintain program documentation, attendee lists, and post-event feedback summaries.

Employee Merchandise & Recognition

• Assist with ordering, inventory, and distribution of employee merchandise, apparel, and swag.
• Coordinate with merchandise vendors and suppliers on pricing, proofs, production timelines, and quality.
• Track merchandise budgets and maintain accurate records of orders, inventory levels, and reorder points.
• Support service anniversary, milestone, and employee recognition gift programs.

General Administrative Support

• Handle correspondence, filing, and department record-keeping related to events and merchandise programs.
• Assist with the preparation and submission of expense reports and vendor invoices.
• Provide backup administrative and reception support as needed, including greeting guests and managing mail and deliveries.
• Proficiency in Microsoft Office Suite, especially Outlook and Excel.
• All other duties as assigned

Qualifications

Required

• 1-3 years of administrative, event coordination, or a similar role.
• Experience planning or supporting corporate events, parties, or employee programs preferred.
• Excellent organizational, time management, and vendor coordination skills.
• Strong communication and interpersonal abilities.
• Proficiency in Microsoft Office Suite, especially Outlook and Excel.
• Ability to manage multiple events, orders, and projects simultaneously.
• Detail-oriented with a creative, problem-solving attitude.
• Ability to lift and transport event supplies and merchandise (up to 50 lbs.) and to work occasional evenings for after-hours events.

What We Offer

Full-time employees enjoy a comprehensive benefits package including, but not limited to:

• Health, Dental, and Vision coverage
• Flexible Spending Account(s)
• Generous PTO
• ESOP Program
• Numerous company events
• 401(k) matching and more!

Physical requirements and work environment expectations vary by position. Generally, roles at Prime Controls may involve moderate noise, occasional exposure to outdoor weather conditions, and, depending on the role, work at heights or around airborne particles and electrical components. Physical activities may include standing, walking, sitting, climbing, balancing, stooping, kneeling, crouching, or crawling, as well as the use of hands, arms, and voice communication. Some roles may require lifting and/or moving up to 50 pounds. Vision requirements may include close vision, distance vision, and the ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

Prime Controls is an Equal Opportunity Employer/Affirmative Action/Veteran/Disabled employer.

As a federal contractor, Prime Controls is required to participate in the federal government’s E-Verify program, which confirms employment authorization of all newly hired employees and most existing employees through an electronic database maintained by the Social Security Administration and Department of Homeland Security. For new hires, the E-Verify process is completed in conjunction with the Form I-9 Employment Eligibility Verification on or before the first day of work. E-Verify is not used as a tool to pre-screen candidates.