Schedule-Part-Time: This role is ideal for an experienced administrative professional who enjoys supporting the successful execution of conferences and events through exceptional organization, financial management, and operational excellence.
Position Overview
CLIENT Investments is seeking a highly organized and detail-oriented Part-Time, Events Operations Assistant to support the Global Events team. This role provides administrative and operational support for conferences, client events, and internal meetings. The ideal candidate is an experienced administrative professional who thrives in a fast-paced environment, is proactive, highly organized, and capable of managing multiple priorities while ensuring event logistics and financial processes are executed accurately and efficiently.
Key Responsibilities
Event Operations & Logistics
Coordinate the shipment of conference booths, event materials, and branded assets by working with warehouse partners and expo teams to ensure timely delivery and return.
Order and manage inventory of promotional items, giveaways, and event supplies for conferences and client events.
Research venues, private dining rooms, restaurants, and other event-related resources for meetings, client dinners, and small-scale events.
Provide administrative support for internal meetings and select client events, assisting with logistics as needed.
Financial & Administrative Management
Process and track invoices and vendor payments, partnering with the Accounts Payable team to ensure timely processing.
Perform corporate credit card reconciliation and expense management.
Maintain accurate records of spend tracking and reporting.
Support the Head of Global Events with expense reports, and minor travel assistance.
Maintain organized event files, contracts, and supporting documentation.
Travel & Logistics Coordination
Partner with Corporate Travel to coordinate attendee travel logistics.
Manage attendee manifests and travel-related documentation.
Coordinate travel logistics for internal stakeholders, speakers, and event attendees, as appropriate.
Maintain up-to-date event documentation, including guest lists, itineraries, confirmations, and event records.
General Team Support
Assist with day-to-day administrative activities to support the Global Events department (printing, shipping, ordering, registration pulls).
Communicate with internal stakeholders, vendors, and event partners to ensure timely follow-up and coordination.
Qualifications
3 5+ years of administrative, executive assistant, operations, or corporate events support experience, preferably within a professional services or financial services organization.
Demonstrated experience managing invoices, expense reporting, travel coordination, and administrative support for meetings or events.
Exceptional organizational skills with meticulous attention to detail and a commitment to accuracy.
Proven ability to prioritize multiple projects, manage competing deadlines, and work independently with minimal supervision.
Strong problem-solving skills and the ability to anticipate needs before they arise.
Excellent written and verbal communication skills with a professional, client-service mindset.
Advanced proficiency in Microsoft Office Suite (Outlook, Excel, Word, and PowerPoint).
Experience working with expense management, travel, and invoice processing systems is preferred.
Demonstrated ability to build strong relationships with internal business partners, vendors, and external stakeholders.
Dependable, resourceful, and adaptable with a positive, team-oriented approach.
Experience supporting conferences, meetings, or corporate events is strongly preferred.
Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans