Administrative Assistant/Office Coordinator

Company Summary: 

LEO Events imagines, creates, and produces global corporate events, festivals, live experiences, logistics, destination management and anything that makes people – Follow the Roar – of applause, of the crowds and of the cheers.  We execute hundreds of events annually all over the world; among others, we produce the KAABOO Del Mar music festival and events for brands like Walmart, ExxonMobil and Hilton Garden Inn.  Our business mix is 90% B2B and 10% Public Events and B2C activations.  Named to multiple Best Agency lists, including Event Marketer’s Top 100 It List, LEO is a tight-knit group of extraordinary individuals, and we’re constantly on the lookout for exceptional people to join our team. Our corporate office is in Memphis, Tennessee with additional offices in Nashville and Chattanooga, Tennessee.

LEO Events is a cutting-edge, fast-growing global event agency and seeks exceptional individuals for the long term, invests in their growth and development, and provides a unique & fun work environment. A number of Fortune 500 companies depend upon us to produce their internal and external events, and in doing so, place their trust in us for messaging, branding and communication, for both their team members and consumers.

The perfect candidate for this position is someone who can focus, think in terms of both the “big picture” and the myriad of details that must be completed to bring the big ideas to life. This person has a strong work ethic, can juggle multiple priorities and timelines, works well independently in a fast paced environment.

Position Summary: 

The Administrative Assistant/Office Coordinator contributes to the company success by ensuring the Nashville office operations are running smoothly and reports to 2 SVPs. This includes but is not limited to, answering the main phone and transferring incoming calls, greeting visitors and managing deliveries and shipments out,  providing administrative and operational support; assisting on special projects, organizing schedules, managing and maintaining calendars in outlook, coordination of conference calls, reconciling AMEX and expense reports, ordering office supplies, making travel arrangements, preparing documents and presentations, and assisting the business development team as needed.  This position is aware of company operations and assists in ensuring day-to-day operations are running smoothly and company objectives are being met.  This is an in-office position with limited travel, if any.

Responsibilities include, but are not limited to the following:

Meeting Coordinator Tasks:

  • Prepare agendas and make arrangements for meetings & events for various executive meetings. Including meeting invites and using WebEx
  • Send reminders and handle all information, requests and follow-ups to ensure effective communication with all parties involved
  • Assist in preparation of presentation materials both in written and electronic formats. This would be in power point and excel
  • Record meeting minutes as needed to create an accurate account of the meetings and to record decisions made and assigned actions

Office/Sales Assistant Tasks:

  • Manage and maintain SVP calendars including scheduling appointments, internal/external meetings and conference calls, and travel arrangements
  • Assist with writing/editing of proposals, production, event management contracts and invoices
  • Update MS (CRM system) with new accounts and financials and upload MS/Event codes
  • Create site visit itineraries and assemble sales kits/gifts

Administrative Tasks:

  • Work with SVP on building and office management
  • Coordinate group lunch orders when called-upon for meetings or other functions
  • Maintain all records, reports, and files for SVPs to provide historical reference; maintaining accuracy of CRM database by providing entries and updates
  • Process AMEX and company expense reports
  • Conserve the SVPs time by reading, researching, and routing correspondence; drafting letters and documents; initiating telecommunications and performing shipping projects
  • Maintain office supplies and marketing collateral/gift/signage inventory
  • Run office related errands

Qualifications:

  • Education: College degree preferred
  • Experience:
  • At least 1-3 years of office administration experience in an office setting
  • Proficient in Microsoft Word, Excel, PowerPoint, Dropbox, Adobe Acrobat, Outlook and other basic software
  • Some degree of accounting, knowledge of FedEx account management and AMEX reconciliation management

Competencies:

  • Demonstrate trustworthiness, responsibility and accountability
  • Highly motivated self-starter that embraces the opportunity to work independently and tackle other duties as assigned
  • Excellent verbal and written communication skills
  • Effective organizational and problem solving skills
  • Extremely detailed oriented
  • Ability to troubleshoot and problem-solve
  • Ability to handle numerous accounts/projects simultaneously with excellent organizational skills; the ability to self-manage priorities and commitments, and meet deadlines
  • Ability to work with multiple executives and other team members as needed
  • Proactive and act with a sense of urgency
  • Display a positive attitude and promote a harmonious work environment
  • Ability to follow organizational and professional protocol
  • Respect and maintain confidentiality

Environmental Conditions and Physical Demands:

Employee required to spend a portion of time in a seated position looking at a computer screen. Employee will be required to do some standing and walking. Employee will be in a well-lighted, heated and/or air-conditioned indoor office setting with adequate ventilation.

Department: Executive – Nashville
Location: Nashville, TN
Reports to: (2) SVP, Events
Supervises: None
FLSA Status: Full Time/Non-Exempt