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