Avid

Administrative Assistant

Avid

full-time

Posted on:

Location Type: Hybrid

Location: Massachusetts • United States

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Salary

💰 $55,000 - $70,000 per year

About the role

  • Create & track all department PO's while working closely with contracts team to make sure SOWs are accurate, align with company policy & are fully executed
  • Customer Briefing Center Coordinator; Key onsite contact for meeting briefing management and scheduling
  • Schedule all facets of meetings and manage all prep calls, conference room preparation, printed material, digital asset readiness for briefings; onsite contact for customers and sales team for briefing related questions (Local logistics support, Area Information, Hotel/Restaurant Info)
  • Create, manage and reconcile all PO’s related to events; Manage room blocks, staffing lists & contact lists; compose and send registration & travel communications to staff; Organize and plan onsite customer receptions & cocktail events and catering
  • Management of Vendor contracts from receipt through Finance, Legal and Executive signature. Including but not limited to; Tradeshows, Hotel blocks, Field events, Customer meetings
  • Lead scheduling coordination of all Demo, Executive and Workflow meetings for major tradeshows (NAB, IBC, AES) manage group calendars, contacts and meeting logistics
  • Coordinate travel plans using SAP/Concur; including expense reporting and reimbursement
  • Manage department office supplies, subscriptions, memberships, equipment and information technology
  • Provide general administrative support for Executives
  • Receive, screen and handle telephone calls, mail, and other correspondence
  • Printing, shipping, scanning, filing, copying as needed
  • Efficiently prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner

Requirements

  • 2 - 4 years of experience in an administrative or coordinator role
  • Strong organizational skills with excellent attention to detail and ability to manage multiple priorities
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
  • Experience with tools like Salesforce, Concur, SAP and/or NetSuite
  • Experience scheduling meetings, coordinating travel and managing travel
  • Strong written and verbal communication skills
Benefits
  • Attractive benefits package including health & life insurance
  • Referral rewards
  • Generous leave policies to ensure a healthy work-life balance
  • Access to development programs with strong support and mentoring to help you grow and advance within the company

Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard skills
administrative supportmeeting coordinationevent managementPO managementexpense reportingtravel coordinationcontract managementproject managementscheduling
Soft skills
organizational skillsattention to detailability to manage multiple prioritieswritten communicationverbal communication