Events & Operations Admin

POSITION DESCRIPTION

TITLE: Events & Operations Admin

LOCATION: Santa Clara, CA

PAY RANGE: $25 - $30

POSITION SUMMARY

The Events & Operations Admin supports the Client Experience team and Operations team with day-to-day administrative, finance, and HR support tasks. This role plays a key part in ensuring internal coordination, accurate documentation, and a high level of client service across departments while upholding AVT Productions’ standards for professionalism and execution.

POSITION RESPONSIBILITIES

Assist with and create proposals, presentations, and post-show decks using Microsoft PowerPoint templatesSchedule and manage Outlook calendars, meeting invites, and internal and client-facing meetingsProvide data entry and task management support for production managers, project managers, and account managersMaintain the highest levels of professionalism, customer service, and integrity as an extension of AVT ProductionsRecord thorough and accurate notes for internal and client meetingsEnter and maintain client information, event details, and project deliverables in internal systemsDraft financial documents, contracts, and Statements of Work from templates for leadership reviewOrganize, manage, and maintain files using Microsoft OneDrive, SharePoint, and other internal systemsSupport finance-related administrative tasks, including invoice tracking, expense documentation, and internal reporting supportSupport HR-related administrative tasks, including onboarding coordination, training tracking, documentation organization, and compliance supportAssist with client meetings when necessaryPerform other administrative duties as assigned in support of the Client Experience and Operations teams

QUALIFICATIONS

Strong experience creating professional presentations using Microsoft PowerPointStrong experience managing Outlook calendars and coordinating meetingsSelf-motivated with a strong work ethic and the ability to work independently or as part of a teamExcellent organizational, task management, and time management skillsAbility to prioritize and execute tasks effectively in a fast-paced, high-pressure environmentMust be able to pass background checks and pre-employment screeningsAlignment with AVT Productions’ core values:We are team playersWe go above and beyondWe do the right thingWe get things done

EDUCATION, CERTIFICATION, AND OR EXPERIENCE

A bachelor’s degree from a four-year college or university is a plus, though relevant professional experience may be substituted. Familiarity with QuickBooks or similar finance and accounting software is also a plus.