Charisma Event Productions is seeking a proactive, organized, and creative Administrative & Marketing Coordinator to help our growing audiovisual event-production company operate smoothly and continue building a strong, modern brand. We provide professional audio, video, lighting, staging, projection, and technical-production services for conferences, corporate events, galas, concerts, business meetings, and private events.

The event industry moves quickly:

clients may hire us only weeks before an important event, so our team must be responsive, resourceful, organized, and able to move priorities forward with urgency. We are especially interested in someone who is passionate about the live-event industry and enjoys the combination of marketing, business operations, client communication, and helping a growing company move forward. You will work closely with the owner and operations manager while supporting projects across the company as needed. We are a small yet mighty 7-person team. This is not a role where you wait for a detailed daily task list. After training, you will help plan your own day, manage recurring responsibilities, identify items that need attention, bring forward ideas, and follow through on projects. Administrative Assistant Provide proactive administrative support to the owner and leadership team, including confidential business support, project coordination, office administration, team-support activities, and other reasonable assigned tasks that help leadership stay focused on high-value company responsibilities. Help manage company and owner inboxes by organizing, prioritizing, drafting, routing, and following up on messages as assigned. Assist in managing the owner's calendar; schedule internal and external meetings; coordinate meeting details, invitations, and follow-up items for leadership and other team members. Answer incoming calls to the main company phone line during business hours, provide a friendly and professional first impression, capture key details, and route inquiries to the correct team member. Help keep accounts payable and accounts receivable organized and current, including invoice preparation, client-payment follow-up, vendor bills, payment paperwork, and status tracking. Prepare and complete client, vendor, venue, payment, insurance, and other business documents, including vendor forms, W-9 documentation, Certificates of Insurance, and related administrative requests. Maintain organized company files, templates, forms, checklists, and shared Google Drive materials; help create and update internal process documentation as systems evolve. Support leadership and team members with internal projects, meeting coordination, action-item follow-through, business reporting, and other work that helps the company operate efficiently. Coordinate business travel, lodging, supplies, food, snacks, company swag, employee birthdays, recognition, gifts, team activities, and related office needs. Complete occasional local business errands, including purchasing or picking up office supplies, food, materials, and employee-recognition items. Provide dependable cross-functional administrative coverage and help ensure client-facing communication, documents, follow-up items, and internal handoffs remain organized and on track. Marketing Coordinator Take ownership of day-to-day marketing planning and execution by developing practical quarterly and annual marketing plans, bringing forward ideas, managing campaigns and projects, tracking results, and collaborating with the owner on larger strategic, brand, and budget decisions. Create and publish at least two useful, polished, search-friendly blog posts per month, using approved AI tools and research when appropriate. Build, schedule, send, and report on monthly Mailchimp email-marketing campaigns for approved audiences, including clients, prospects, referral partners, and other contacts. Maintain and improve the company website through WordPress content updates, page improvements, service updates, image changes, and other ongoing needs, or coordinate qualified freelance WordPress support. Training will be provided. SEO experience is a plus. Create, schedule, and publish consistent content for Charisma's LinkedIn and Instagram accounts. Upload, organize, and maintain company content on YouTube, including titles, descriptions, playlists, supporting links, and publishing details. Source, brief, coordinate, and provide organized feedback to freelance video editors for approved marketing projects. Video-editing experience is not required. Create and maintain Canva-based marketing materials, brochures, one-sheets, digital graphics, templates, and organized content assets while helping maintain a consistent brand across digital and printed materials. Coordinate with outside marketing partners and vendors as needed, including tracking paid-marketing activity, reviewing performance, communicating requested updates, and keeping leadership informed. This role does not require hands-on management of Google Ads or paid advertising platforms. Manage client-feedback, testimonial, and review-request workflows; help ensure clients receive appropriate follow-up and that positive feedback is appropriately directed to company review channels. Track marketing activity and results, share regular updates with leadership, and recommend practical next steps or improvements. This role supports leadership, sales, and operations projects as needed, but it does not include sales ownership, sales calls, event production or onsite event work, bookkeeping, contractor payroll, direct management of employees, or hands-on management of paid-advertising platforms. What We're Looking For A genuine interest in the live-event, audiovisual, entertainment, hospitality, or event-production industry. Interest and experience in administrative support, business operations, office management, marketing coordination, client communication, or small-business support. Strong organization, follow-through, attention to detail, and the ability to manage multiple changing priorities. A proactive, self-directed work style. You can create a productive day-to-day plan, recognize what needs attention, and keep projects moving without constant direction. Excellent written, verbal, phone, and client-service communication skills. Strong computer skills and comfort learning business software. Experience with Google Workspace, Canva, Mailchimp, WordPress, social platforms, CRM systems, project-management tools, reporting dashboards, and AI-assisted writing tools is preferred. Ability to work professionally with confidential information and sign a confidentiality/non-disclosure agreement. Valid Utah driver's license, reliable transportation, and the ability to run occasional local business errands. Must live in Utah and be able to work regularly from our American Fork office. A bachelor's degree is helpful but not required. Relevant experience and a demonstrated ability to take initiative, communicate well, manage details, and get things done are highly valued. Schedule, Location, and Benefits The first 90 days are fully in person at our American Fork warehouse office so you can receive hands-on training, learn our systems, and build strong working relationships with the team. After training, the role will move to a hybrid schedule based on company needs, often approximately three days in the office and two days remote. Join our team and help us create unforgettable experiences for our clients!

Job Type:

Full-time Pay:

$45,000.00 - $58,000.00 per year

Benefits:

401(k) 401(k) matching Flexible schedule Paid time off Parental leave Application Question(s): What interests you most about working in the live-event and audiovisual production industry, and why does this type of fast-paced environment appeal to you? What experience, skills, or work habits help you excel as an Administrative Assistant in a fast-moving small business? Briefly describe your hands-on marketing experience. What part of marketing are you most proficient at?

Work Location:

Hybrid remote in American Fork, UT 84003