Administrative Assistant

Administrative Office Assistant Job Type:

Full-Time Location:

On-Site | In-Office | Monday -

Friday Transportation:

Reliable transportation required About the

Role:

We are seeking an organized, professional, and proactive Administrative Office Assistant to support the smooth day-to-day operations of our office. This role provides essential administrative support across multiple departments, including Operations, Accounting, and the Executive team. The ideal candidate is detail-oriented, dependable, and comfortable wearing many hats in a fast-paced, people-focused environment.

Key Responsibilities:

Office Administration & Organization Maintain overall office organization, ensuring common areas, workspaces, and storage areas are clean, stocked, and professional at all times Manage and maintain office inventory, including regular restocking of the employee lounge with supplies, snacks, and beverages Coordinate with vendors for procurement and replenishment of office supplies as needed Process and distribute incoming and outgoing mail and deliveries Executive & Team Support Provide direct administrative support to the CEO and executive team, assisting with scheduling, calendar management, travel coordination, and meeting preparation Screen and direct phone calls, emails, and correspondence on behalf of executives Prepare meeting agendas, take notes during meetings, and distribute follow-up action items Handle confidential documents and sensitive information with the highest level of discretion and professionalism Operations Support Assist the Operations team with creating applications for new shows, including adjusting pricing and updating information on behalf of account managers Add new dates to company show schedules, maintaining and updating records as changes occur Facilitate the processing of venue contracts and sales contracts, ensuring accounting is properly tracking all associated payments and deposits Organize and maintain both physical and digital filing systems for venue contracts, sales contracts, and other key documents Perform accurate data entry and maintain records across internal systems and CRM platforms New Hire & Onboarding Support Assist with the setup and preparation of new hire workstations prior to their start date, ensuring desks are fully equipped and ready Warmly welcome new team members on their first day and assist with the onboarding experience Support HR and management with onboarding documentation and logistics as needed Attire & Shipping Maintain inventory and coordinate the shipping of Nationwide Expos attire to the appropriate recipients

Qualifications:

Required High school diploma or equivalent; associate's or bachelor's degree preferred Minimum 1-2 years of administrative, clerical, or office support experience Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) Experience operating within a CRM platform Strong organizational skills and exceptional attention to detail Excellent written and verbal communication skills Professional demeanor with the ability to interface with leadership and executives daily Ability to multitask, prioritize, and adapt in a fast-paced environment Reliable transportation required Preferred Experience supporting C-suite or executive-level personnel Familiarity with Sertifi or similar contract/e-signature platforms Prior experience in events, hospitality, or expo industries Bilingual (English/Spanish) a plus CRM Knowledge / Pipedrive CRM PandaDocs experienced preffered Sertifi Application experience preferred

What We Offer:

Medical, Dental & Vision Insurance 401(k) A collaborative, energetic team environment Opportunities to grow within the company

Pay:

$60,000.00 - $65,000.00 per year

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Life insurance Paid time off Vision insurance

Experience:

System administration: 2 years (Required)

Language:

English (Required)

Location:

Boca Raton, FL 33486 (Required) Ability to

Commute:

Boca Raton, FL 33486 (Required) Willingness to travel: 25% (Preferred)

Work Location:

In person