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Company Summary:

LEO Events is an award-winning, full-service brand-experience agency. Since its founding in 2012, the LEO Events team has showcased fresh and fearless creativity, inventive tactics, and an exceptionally collaborative approach. LEO’s increasingly diverse staff of more than 70 full-time employees is distributed across the country and in four offices – Memphis, Nashville, and Chattanooga, Tennessee, and its newest outpost in Asheville, North Carolina. LEO’s work is intentionally entrenched in the latest advancements, research, and data, ensuring that all events – virtual, live, and hybrid – uphold a strong connection between brands and people. LEO’s clientele includes national and international brands such as Walmart, AutoZone, Sherwin-Williams, Nissan, and Hilton.

LEO Events is proud to be an equal-opportunity employer. We don’t just accept diversity, equity, and inclusion; we celebrate, support, and commit to growing it – for ourselves, our clients, our partners, our industry, and our communities.

Position Summary:

The Administrative Assistant contributes to the company’s success by undertaking a variety of day-to-day office and clerical tasks. This position is dedicated to ensuring LEO Events’ Memphis office operations run smoothly and supporting the company’s philanthropic efforts through the Jay Uiberall Foundation. A successful Administrative Assistant will be organized and professional, and places value on excellent customer service and communication.

This position must work from the Memphis LEO office 5 days/week and is ineligible for full-time remote work. Office hours are 8:30am–5:00pm CT with a 30-minute lunch break. This position entails fully compensated, reduced office hours during bonus days.

Job Responsibilities:

• Greetings
  • Answer all incoming calls, assist the caller, and distribute messages
  • Welcome office guests, promptly offer a beverage, settle them comfortably in the appropriate area, and notify the appropriate LEO.
  • Welcome and assist random office visitors (e.g., scheduled maintenance workers, lost tourists)
  • Handle all shipping/receiving and notify recipients promptly
  • Sort the USPS mail daily for internal distribution open, and stamp invoices
• Office maintenance
  • Ensure general cleanliness, supplies stocking, and de-clutter daily, including the receptionist desk, restrooms, breakrooms, and conference rooms
  • Create, gather, and distribute weekly staff calendar
  • Manage conference room calendars
  • Create vCards as directed
  • Stock and maintain inventory of all supplies as needed: office, grocery, bar, soft drinks, snacks, laundry, etc.
  • Run the dishwasher and laundry as needed
  • Take out trash bins for city and private trash collections
  • Set outdoor cushions daily, as weather permits, and store at end of day
  • Water plants weekly or as needed
• Meetings and events
  • Manage Outlook invitations for the Huddle, ROAR, SJMM, and company holidays for new and departing employees, as directed
  • Ensure conference rooms are set, stocked, dialled in appropriately, and clean
    for guest meetings as they occur
  • for the weekly Huddle
  • Prepare coffee each morning for employees and guest meetings
  • Manage office-catered meals, happy hours, and cook-outs, and assist with special events hosted by LEO Events (order F&B & supplies), set, strike, clean up
• Holidays and birthdays
  • Provide ample signage regarding hours and deliveries when office is closed. Address all missed deliveries within 24 hours of office reopening.
  • Keep a running list of gifts that arrive, notify the LEO recipient, and write & mail thank-yous for the gift
  • Order and facilitate monthly birthday desserts for Memphis LEOs
• Company car
  • Check-in/out for employee use
• Warehouse and storage maintenance – Partner with Administrative Coordinator to maintain organization in the warehouse
• Assist Senior Leadership and Perform Executive Assistant Tasks as requested
  • Coordinate travel arrangements, including airfare, hotel, car rental, itineraries, and crew letters
  • Philanthropic initiatives and donations
  • Fulfillment
  • Database entries
• Handle the duties of Board Assistant for the Jay Uiberall Foundation
• General
  • Review and respond to kickbacks
  • Conserve others’ time by aiding when needed

Qualifications:

• 3+ years of Customer Service experience

Competencies:

• Effective organizational skills and strong attention to detail
• Ability to multitask while striving for excellence
• Demonstrate trustworthiness and responsibility
• Excellent verbal and written communication skills
• Display a positive attitude and promote a harmonious work environment
• Proficient in Microsoft Office Suite

Environmental Conditions and Physical Demands:

Employee required to spend a portion of time remaining in a seated position looking at a computer screen. Employee will be required to do some standing and walking. Must be able to lift 25 pounds. Employee will be in a well-lighted, heated, and/or air-conditioned indoor office setting with adequate ventilation.

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