ABOUT US:

Welcome to Utopia, where we believe in the power of childlike curiosity and the entrepreneurial spirit! At Utopia, we're not just a team; we're a community of innovators, dreamers, and go-getters. Beyond event planning, management, and production, Utopia is an experience and relationship management company. We work closely with clients to create highly customized, immersive event experiences that foster connectivity and engagement with customers, employees, donors, and other important stakeholders.

Typical hours are Monday – Friday, 9 AM to 4 PM (Hybrid Schedule)

KEY RESPONSIBILITIES:

Administrative Support:

• Manage calendars, meetings, and internal event scheduling.
• Prepare for meetings, including agenda creation and follow-up/action item tracking.
• Handle office management duties, including cleanliness and inventory management.

Financial Management:

• Oversee contract management and payment collection, ensuring timely payments and providing exceptional customer service.
• Assist with weekly financial reporting and expense reports.
• Liaise with our CPA, providing necessary documents such as bank statements.
• Negotiate with vendors and suppliers, including shopping for the best insurance renewals.

Vendor and Client Relations:

• Onboard and manage subcontractors, ensuring paperwork is filled out and signed.
• Maintain effective relationships with vendors and contractors, ensuring prompt payments.
• Collaborate with the President on RFPs and quotes, contributing to growth strategy.

Sales and Travel Support:

• Organize and streamline contact information in Monday.com for the sales team.
• Arrange travel for the team, ensuring smooth logistics for events.

WHAT MAKES UTOPIA A GREAT PLACE TO WORK:

• Flexible paid time off and holidays (essentially unlimited PTO… We don't do formal PTO - that system is antiquated. Just don’t take advantage, and we’re all good!)
• Retirement plan with 100% match up to 3%
• Truly awesome people - we don't have needless meetings, don't tolerate egos and genuinely like each other. You will love it here.
• We believe in doing good. A large part of our business is serving non profit organizations that are making the world a better place to live
• We work hard, have fun, learn each day, challenge each other, and we have an incredibly transparent and collaborative atmosphere
• Growth Opportunities: Be part of a company that values your growth and development.
• Profit sharing: Share in the company’s success through our profit-sharing program.
• Special Rewards: Earn special rewards like all-expenses-paid trips for outstanding performance.

WHAT YOU WILL NEED TO BE SUCCESSFUL IN THIS ROLE:

• 2 years of administrative experience 
• Preferably experience in the event industry, but not required
• Great interpersonal skills, demeanor and networking skills
• An objectively great personality and a love for other objectively great personalities
• Desire and a willingness to do high-powered thinking about thinking and strategic work, and to also get your hands in the dirt and get stuff done
• Time management
• Attention to detail
• Organization
• Computer skills, especially within Google Workspace
• An understanding that cleaning the toilet at Utopia is above no one, including the President and CEO. We are all team players, all the time, and you should be too