Administrative Assistant

Job Description

Job Description

We are looking for a detail-oriented Administrative Assistant to join our team in Newark, New Jersey. In this role, you will play a pivotal part in planning and executing meetings and events at our corporate conference center, ensuring smooth operations and exceptional client satisfaction. This is a long-term contract position, ideal for someone with strong organizational skills and a passion for delivering high-quality service.

Responsibilities :

• Coordinate with clients to plan and organize meetings and events, ensuring their goals are achieved while adhering to company standards.
• Provide on-site support during events, including setting up audio / visual equipment, arranging rooms, managing catering, and addressing any logistical issues.
• Collaborate with internal and external vendors to secure necessary resources, negotiate agreements, and ensure seamless event delivery.
• Build and maintain strong relationships with partners and vendors, leveraging effective communication and negotiation skills.
• Handle multiple tasks and deadlines efficiently, adapting to shifting priorities while maintaining high standards of professionalism.
• Conduct regular inspections of the conference center to ensure facilities are in excellent condition, addressing maintenance needs promptly.
• Maintain and update weekly and monthly schedules for meetings and events, providing clear communication to all stakeholders.
• Manage inventory for conference center supplies and promotional items, ensuring availability within budget constraints.
• Perform various administrative duties to support departmental operations and enhance overall efficiency.
• Proven experience in meeting planning, event coordination, or a similar role.
• Strong organizational and time-management skills, with the ability to handle multiple tasks simultaneously.
• Excellent interpersonal and communication abilities, both verbal and written.
• Proficiency in coordinating virtual meetings and using relevant technology tools.
• Ability to remain composed and focused on details in high-pressure situations.
• Creative problem-solving skills and the ability to think strategically.
• Familiarity with vendor management and contract negotiations.
• High attention to detail and a commitment to delivering outstanding client services.