Event Support Administrator
Location : Irving, TX
Reports to: Senior Manager, Events & Expositions
Job Summary:
The Event Support Administrator plays a critical role in assisting the planning, coordination, and execution of the association’s annual Expo and Events. Reporting to the Senior Manager, Events & Expositions, this position provides essential logistical and administrative support to ensure smooth operations and successful event outcomes.
Travel Requirements:
This role may require travel to support key events, including:
January: The PPAI Expo
May: North American Leadership Conference (NALC)
June: Women’s Leadership Conference (WLC)
September: Responsibility Summit
October: Leadership Development Conference (LDC)
If travel is required, we will provide ample notice in advance for each event.
Key Responsibilities:
- Onsite and Pre-Show Support (30%): Assist in various roles before, during, and after events, ensuring smooth operations.
- Event Coordination (25%): Support in organizing and coordinating events and exhibitions, ensuring all assigned logistics details are managed efficiently.
- Administrative Duties (20%): Provide general administrative support, including managing communications and handling special projects.
- Research Assistance (10%): Conduct research projects, vendors, venues or special initiatives, as directed.
- Customer Service (5%): Monitor the Exposition inbox, respond to inquiries, and deliver exceptional customer service.
- Shipping (5%): Coordinate scheduling, packing, and shipping for events.
- Other Duties as Directed (5%): Participate in miscellaneous projects and assignments that support the Expositions & Events team.
Experience Requirements:
- Minimum of 1 year of experience in events or administration support.
Knowledge, Skills and Abilities:
- Exceptional Organizational & Time Management: Ability to multitask, prioritize effectively, and meet tight deadlines.
- Microsoft Office Suite Proficiency: Expertise in Outlook, Word, Teams, Excel, and PowerPoint.
- Professional Customer Service: Maintain professionalism, communicate effectively in high-pressure situations.
Specific Qualifications:
- Independent and Proactive Work Style: Able to manage tasks efficiently, complete projects, and identify opportunities for process improvements.
- Clear & Effective Communication: Comfortable working with both internal teams and external partners to ensure smooth coordination.
- Team-Oriented & Composed Under Pressure: Works well in a collaborative environment and remains steady in fast-paced situation.
- Flexible & Adaptable Approach: Maintains a positive attitude and adjusts effectively to changing needs.
Preferred Qualifications:
- Event planning background is preferred but not required. Experience in customer service, administration, or hospitality industries is highly valued.
Association-Wide Responsibilities & Values (expectations of everyone):
- Provide honest and ongoing communication as needed to support success throughout the organization.
- Meet established deadlines for all projects, reports and communications for all audiences both internally and externally.
- Provide high-quality products, reports, communications and projects for all audiences internally and externally.
- Be fair, consistent, responsive and supportive of leaders, staff, board members, members and vendors.
- Help PPAI to continually seek improvement. Be prepared to personally manage changes taking place within PPAI and the industry.
- Be empowered, accountable and responsible for your career success, actions, influence and impact upon the organization as a whole.
- Foster cultural values, mission and overall organizational guidelines of PPAI.
Job Status:
- FLSA Status (Exempt / Non-Exempt): Non-Exempt
- Compensation (Hourly / Salary): Hourly
- Job Status (Full-Time /Part-Time /Temp): Full-Time
- Daily Schedule (Start time Flexible / Not Flexible): Flexible, Pre-Approved by Manager
- Work Location: Position must work from HQ location with Hybrid Remote Work Model
Physical Activity
- Sitting
- Standing
- Lifting
- Pushing/Pulling
- Bending/Stooping
- Extended work hours, extended weeks (endurance requirement)
Work Environment
- Office environment
- Trade show floor or event venues
- Temperature-controlled environment
- Travel: Must be able to travel, work weekends, and long hours as event scheduling may require.
Job Type: Full-time
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible schedule
- Flexible spending account
- Health insurance
- Health savings account
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday