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Administrative Assistant Event Coordinator

2 months ago

Philadelphia, United States Planning 2 Perfection Full time

Reports to: Founder and CEO


Planning 2 Perfection (P2P) is seeking a dynamic and organized Administrative & Events Coordinator to play a crucial role in providing essential support to our growing team. If you thrive in a fast-paced environment, excel in administrative tasks, and have a passion for creating memorable events, we want to hear from you


The Administrative & Events Coordinator essential functions and core responsibilities include but are not limited to:


Administrative:

  • Document Preparation: Draft, edit, and proofread various documents, including emails, reports, and presentations.
  • Correspondence Handling: Manage incoming and outgoing correspondence, including phone calls, emails, and mail.
  • Data Entry and Database Management: Input and update data in databases, ensuring accuracy and completeness.
  • Filing and Record Keeping: Maintain organized filing systems for both digital and physical documents.
  • Newsletter and Blog Management: Create and manage engaging content for the company newsletter and blog.
  • Prospect Solicitation Communications: Execute effective communication strategies to engage prospective clients.
  • Client Meeting Coordination: Schedule and organize client meetings, ensuring a seamless process.
  • Meeting Support: Develop meeting agendas, take accurate meeting minutes, and maintain organized records.


Events:

  • Logistical Coordination: Provide crucial support in coordinating, planning, and managing on-site logistics for P2P events.
  • Venue and Vendor Research: Conduct thorough research for event venues and vendors, creating comprehensive databases and spreadsheets.
  • Preparation and Execution: Assist in the preparation for meetings and events, ensuring all details are meticulously handled.
  • Communication Management: Handle and respond to emails and correspondence, providing information to meet customer needs.
  • Service Provider Management: Manage service providers before and during events, ensuring smooth operations.
  • Event Setup and Breakdown: Efficiently prepare and pack for events, ensuring all necessary materials are in order.


Expected job qualifications and other knowledge, skills, and abilities include:


  • Proficiency in Microsoft Office Applications (Word, Excel, PowerPoint & Outlook).
  • Excellent attention to detail, organizational skills, and the ability to meet deadlines.
  • Basic logic and problem-solving skills with some critical thinking abilities.
  • Strong interpersonal skills and the ability to solve problems efficiently.
  • Capacity to work autonomously and collaboratively within a team.
  • Candidates for this position must possess excellent writing skills.
  • Consistent attendance and a commitment to reliability.
  • Reliable transportation for occasional off-site responsibilities.