Office Administrator

Description

Position: Office Administrator

Department: Corporate

Location: Folsom, CA

Compensation: $67,000 - $70,000 annually

Exemption Status: Exempt

About ConferenceDirect

ConferenceDirect is one of the world’s leading event management and hospitality services firms. We help clients save time and money by securing the best hotel accommodations, meeting space, conference venues, and hospitality services available at the most favorable terms possible. For more than 25 years, we have been passionate about achieving better results for our clients.

See more at our website: http://conferencedirect.com/

Job Summary

This office administrator oversees the day-to-day operations for a small office in Folsom as well as being a key resource supporting for the company’s top executives for training, events, administrative work as well as support sales operations. The job is on site in Folsom five days a week and reports to the Manager of Human Resources and Facilities.

Requirements

• Serve as first point-of-contact in the office welcoming guests and assisting them with any issues they may have
• Pickup and distribute mail daily
• Remotely coordinate monthly corporate events and trainings across the country via tasks including:
• Invitation Creation
• RSVP Tracking
• Serving as liaison between the trainers and the hotel team to coordinate event requests
• Managing food and breaks, allergies, rooming lists, schedule, transportation, AV and technology requirements
• Communicating with partners, associates, and customers, serving as the main event contact
• Creating necessary documents
• Ordering, preparing and mailing meeting materials
• Creating and tracking pre and post-event surveys
• Coordinating vendors
• Post-event Gifts
• Occasional travelling to the events on-site, when deemed necessary
• Create and maintain databases, including but not limited to: telephone directories, registration lists, passwords, contact lists, distribution lists, birthday lists, anniversary lists, and top producer lists
• Assist the CEO, SVP & Leadership Team with various tasks including calendar management, mailing projects, travel and meal reservations, and expense tracking
• Handle facilities issues as they arise, such as Wi-Fi, printer, and/or other technology breakdown
• Coordinate vendors for items such as office maintenance/repair, fire extinguisher servicing, and cleaning crew
• Serve as the main point of contact for phone calls to our general inquiry line
• Assist in planning and coordinating office events/outings
• Coordinate and execute multiple heavy mailing projects (1,000+ individual recipients)
• Assist in updating, stocking, and selling custom marketing sales collateral
• Support executives with miscellaneous projects and assignments as requested
• Establish and implement office policies and procedures. Think strategically about new and innovative ways of updating policy and serving office needs
• Other duties as assigned
  
  

Disclaimer

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Key Skills

• Strong written and verbal communications skills
• Service-oriented and positive attitude
• Able to apply excellent business acumen and collaborative skills when resolving problems
• High attention to detail
• Strong ethical standards and a high degree of integrity
• Willing to adapt quickly to change
• Proficient in Microsoft Office Suite
  
  

Required Education And Experience

• 2+ years of experience in similar role
• Authorized to work in the United States
  
  

Preferred Experience

• Hotel experience preferred
  
  

ConferenceDirect is an Equal Opportunity Employer

It is the policy of the Company to provide equal employment opportunities to all employees and employment applicants without regard to unlawful considerations of race, religion, creed, color, national origin, sex, pregnancy, sexual orientation, gender identity, age, ancestry, physical or mental disability, genetic information, marital status, or any other classification protected by applicable local, state or federal laws. This policy prohibits unlawful discrimination based on the perception that anyone has any of those characteristics or is associated with a person who has or is perceived as having any of those characteristics. This policy applies to all aspects of employment, including, but not limited to: hiring, job assignment, working conditions, compensation, promotion, benefits, scheduling, training, discipline and termination.