Administrative Assistant

Elegant Event Lighting is seeking a highly organized, dependable, and proactive Administrative Assistant to support our operations, sales, and event production teams.

We are an established event production company specializing in lighting, draping, staging, dance floors, and custom installations for weddings, corporate events, and special events throughout the Chicago area.

This is a hands-on administrative position for someone who enjoys staying organized, following through on details, communicating with clients and vendors, and helping a busy office operate efficiently.

Position Details

• Full-time, 37.5 hours per week

• Monday–Friday

• 7:00 AM–3:00 PM

• 30-minute unpaid lunch

• Starting pay: $20.00 per hour

• Reports to: Operations Manager

• In-person position

What We're Looking For

The ideal candidate is professional, organized, detail-oriented, and comfortable managing multiple priorities. Our business moves quickly, particularly during event season, so the ability to follow established processes while adapting to changing needs is important.

Required Qualifications

• Previous secretarial, administrative assistant, or office support experience
• Excellent organizational and time-management skills
• Strong written and verbal communication skills
• High attention to detail and accuracy
• Professional phone and email communication skills
• Ability to prioritize tasks and follow up without constant supervision
• Comfort learning new software and office systems
• Strong computer and internet research skills
• Working knowledge of Google Workspace
• Ability to manage multiple projects and deadlines
• A proactive approach to identifying tasks that need attention

Experience in event production, hospitality, sales support, or another fast-paced professional environment is a plus, but not required.

Administrative & Office Support

Responsibilities include:

• Answer incoming phone calls professionally and direct calls appropriately

• Receive, sort, and distribute incoming mail and deliveries

• Prepare outgoing mail and packages

• Maintain organized company files and correspondence in Google Drive

• Organize, rename, and tag event photos in Apple Photos and Google Drive

• Take meeting notes and maintain organized documentation

• Set up the conference room for meetings, interviews, and Google Meet sessions

• Prepare paperwork and materials for site visits

• Assist management with calendar reminders, deadlines, meetings, and email follow-ups

• Maintain a clean and organized front office and common areas

• Monitor and purchase office supplies, beverages, paper goods, and other inventory

• Make occasional local supply runs, including Costco

• Maintain Office printers including ink repleneshment and paper

Sales & Client Support

The Administrative Assistant will also provide support throughout our sales process, including:

• Track and follow up on outstanding proposals

• Send contracts through DocuSign

• Collect and distribute tax-exemption documentation

• Maintain sales scorecards and tracking systems

Training and established procedures are provided for our company-specific systems.

Benefits

Full-time employees are eligible for:

• Medical insurance after 60 days — Elegant Event Lighting pays 50% of the employee premium

• Vision insurance after 60 days — employee-paid

• Dental insurance after 60 days — employee-paid

• Paid time off after 90 days

• 10 PTO days annually during years 1–3

• Paid federal holidays, including New Year's Day, Memorial Day, Fourth of July, Labor Day, Thanksgiving Day, and Christmas Day

• 401(k) retirement plan eligibility in accordance with the company's plan requirements