Event Administrative Associate

The Events Administrative Associate supports the Producer team at World 50 Group by managing core administrative and team processes, including submitting invoices, reviewing contracts, pulling budget and financial reports, and entering and maintaining data in Salesforce. This role works closely with Finance, Account Management, and Data teams to ensure accurate reporting, smooth contract workflows, and reliable vendor management.

This is a full-time role for someone who values efficiency, accuracy, and collaboration. The associate will use Google Suite (including Google Sheets tables and formulas) and emerging GenAI/LLM tools to improve procurement, budgeting, and administrative workflows. Candidates with an MLIS and/or paralegal background who are looking for a more creative, cross-functional environment are encouraged to apply.

The role also supports senior Product leaders with targeted research and administrative projects, such as identifying topic-specific conferences and sourcing potential guest contact information. Success in this position requires strong attention to detail, comfort working with data, and the ability to improve processes across multiple systems.

The ideal candidate is operationally minded, business-savvy, and motivated to improve systems. They are organized, curious, and capable of supporting the planning and execution of corporate meetings while delivering meaningful impact for both the organization and its members.

Responsibilities

• Oversee and review contracts to ensure alignment with company policies; manage the contract lifecycle, from reviewing external agreements to drafting and executing internal agreements.
• Process and manage invoices and related business records, ensuring accuracy and timely completion.
• Maintain and update records within our core systems (Salesforce experience highly valued, Google Suite knowledge, including Google Sheets formulas and tables, required), ensuring high data accuracy and consistency. 
• Pull and analyze simple reports on budget accruals, vendor spending, and financial data to support decision-making.
• Liaise with external vendors and agencies, managing relationships and ensuring alignment with budget and schedule requirements.
• Use analytical creativity to solve challenges, proposing innovative solutions and process improvements.
• Lead project management efforts, coordinating internal stakeholders, meeting deadlines, and overseeing budget spend.
• Contextualize and apply the impact of global and local events on business audiences to administrative tasks when necessary.

Who is this role NOT for?

• Supply chain, manufacturing, warehouse, or floor operations work.
• Physical event logistics, onsite event production, or vendor load-in/load-out responsibilities.
• Highly technical data science, engineering, or software development positions.
• Customer-facing sales, account management, or client ownership roles

Qualifications

Education/Experience

• Minimum of six (6) years in administrative roles, preferably within corporate, business, academic, or government environments.
• High school diploma or equivalent required.
• Preferred but not required: experience in project management or work in complex corporate environments, public organizations (such as libraries or higher education institutions), or large non-governmental organizations.

Personal Skills

• Exceptional attention to detail, with the ability to identify and resolve inconsistencies while managing, prioritizing, and completing multiple projects efficiently.
• Strong analytical skills combined with a creative approach to problem-solving.
• Proficient in computer and analytical tools, including Salesforce, Google Suite, Microsoft Office, and other operational platforms. Experience with GenAI and LLMs prompt creation is a plus.
• Demonstrates poise and professionalism under pressure.
• Strong work ethic with persistence, resourcefulness, and the ability to take ownership of responsibilities, working proactively and independently.
• Committed to maintaining superior quality and service standards.

Skills in Role

• Assist in developing and implementing procurement processes and procedures to enhance efficiency and effectiveness.
• Maintain confidentiality of sensitive information related to contracts, finances, and vendor relationships.
• Prepare and present reports on procurement activities and key performance indicators to management

Team Expectations

• Develop and maintain strong working relationships with internal stakeholders across various departments. 
• Prioritize proactive engagement and consistent communication to ensure seamless, expeditious support for cross-functional partners.
• Possess excellent interpersonal and communication skills, with the flexibility to adapt to different situations and temperaments.
• Work effectively with a geographically diverse team in a hybrid/virtual office environment.

Third-Party Relations

• Present confidently and professionally to external agencies and accounts receivable teams.
• Negotiate pricing and contract terms with vendors to secure the best value for the company.
• Track and manage vendor performance, ensuring compliance with contractual obligations and service-level agreements, relying on an expeditious communication cadence to maintain strong external partnerships..
• Support onboarding new vendors, ensuring they have the necessary information and resources to work effectively with the company.

Company Overview

World 50 Group is a global leader in facilitating meaningful collaboration among C-suite executives from the world’s most influential companies. Through curated peer communities, strategic insights, and trusted exchange, we empower senior leaders to navigate challenges, share experiences and create lasting impact. We cultivate community, where leaders go beyond their company, to co-create a future of extraordinary impact.

Why World 50 Group?

The World 50 Group Way is our unified cultural framework that defines who we are and how we operate, shaped by insights and input from our associates. It brings together our mission, purpose, values, and DNA to foster a culture of community, collaboration, learning, and lasting impact.

Our DNA - How we show up

• Member Obsessed: Building real connections and helping our members win is what drives us.
• Entrepreneurial: We see challenges as chances to get creative and make things happen.
• Collaborators: We’re stronger together: we share ideas, support each other, and create amazing experiences as one team.
• Learners: We stay curious, keep growing, and never stop learning.
• Humble: We aim high but leave our egos at the door - it’s about progress, not perfection.
• Community: We celebrate wins, hold each other accountable, and have plenty of laughs along the way.

As a purpose driven company, we’re dedicated to building a workplace where people from different backgrounds can do their best work. Our company value One & All, demonstrates our commitment to creating a place where every individual feels seen, supported, and free to bring their whole selves to work. When people feel genuinely valued and included, they’re more engaged and effective. That’s why we focus on cultivating an environment that celebrates difference, empowers connection, and accelerates the success of our members and their organisations.