Event Coordinator

Company Overview:

Our client, a private equity firm headquartered in Pittsburgh, Pennsylvania, and with an office in New York, specializes in investments within the distribution, business services, and manufacturing sectors. With a 20+ year track record and a people-first approach to private equity, they are dedicated to transforming growing companies into world-class enterprises.

Role Description:

We are seeking an Event/Administrative Assistant who will play a pivotal role in orchestrating our firm’s operations, with a particular emphasis on event planning and travel coordination. This role involves a blend of administrative, operational, and strategic support functions. We are looking for an outgoing, detail-oriented individual who can seamlessly manage multiple projects while supporting our administrative and business development initiatives.

Primary Responsibilities:

• Business Development and Event Planning:

• Coordinate communication, scheduling, and planning for internal and external stakeholders.
• Manage recurring and ad-hoc meetings, including logistical details such as gathering and preparing materials, coordinating catering, and distributing information.
• Calendar management and itinerary building for travel arrangements.
• Perform data entry and tracking for business development activities within the CRM system.
• Provide project management and event support for Business Development and other departments as needed.
• Assist with marketing activities, including website updates, video production scheduling, and on-site coordination.

• Expense and Travel Management:

• Assist in bi-weekly expense reporting and backup duties.
• Manage certified mailings for tax filings, distributions, and notifications.

• Team Support:

• Calendar management for team leaders.
• Coordinate supplier fulfillment, including distributing and organizing receivables and replenishing supplies in designated areas.
• Handle reception duties and other clerical tasks as assigned.

Qualifications:

• 3-5 years of administrative assistant or equivalent experience.
• Exceptional communication skills, both written and verbal.
• High emotional intelligence (EQ) with the ability to build strong relationships.
• Strong sense of ownership, with the capability to work collaboratively and independently.
• Driven, with a keen interest in self-development.
• Resourceful and detail-oriented, showcasing excellent organizational skills.
• Comfortable in a fast-paced and dynamic environment.
• High level of personal responsibility and accountability.
• Proactive problem-solving ability and the capacity to anticipate the needs of others.
• Proficiency in various software applications, including Word, Excel, PowerPoint, and Outlook.
• Experience with customer relationship management (CRM) databases is preferred.
• Knowledge of travel and expense platforms like Concur or similar systems.
• Familiarity with various conferencing platforms such as BlueJeans, Zoom, and Teams.

Join this dynamic team where you will play a pivotal role in event planning and travel coordination efforts while contributing to the growth and success of the firm.