Events & Operations Admin

POSITION DESCRIPTION

TITLE: Events & Operations Admin

LOCATION: Santa Clara, CA

PAY RANGE: $25 - $30

POSITION SUMMARY

The Events & Operations Admin supports the Client Experience team and Operations team with day-to-day administrative, finance, and HR support tasks. This role plays a key part in ensuring internal coordination, accurate documentation, and a high level of client service across departments while upholding AVT Productions’ standards for professionalism and execution.

POSITION RESPONSIBILITIES

• Assist with and create proposals, presentations, and post-show decks using Microsoft PowerPoint templates
• Schedule and manage Outlook calendars, meeting invites, and internal and client-facing meetings
• Provide data entry and task management support for production managers, project managers, and account managers
• Maintain the highest levels of professionalism, customer service, and integrity as an extension of AVT Productions
• Record thorough and accurate notes for internal and client meetings
• Enter and maintain client information, event details, and project deliverables in internal systems
• Draft financial documents, contracts, and Statements of Work from templates for leadership review
• Organize, manage, and maintain files using Microsoft OneDrive, SharePoint, and other internal systems
• Support finance-related administrative tasks, including invoice tracking, expense documentation, and internal reporting support
• Support HR-related administrative tasks, including onboarding coordination, training tracking, documentation organization, and compliance support
• Assist with client meetings when necessary
• Perform other administrative duties as assigned in support of the Client Experience and Operations teams

QUALIFICATIONS

• Strong experience creating professional presentations using Microsoft PowerPoint
• Strong experience managing Outlook calendars and coordinating meetings
• Self-motivated with a strong work ethic and the ability to work independently or as part of a team
• Excellent organizational, task management, and time management skills
• Ability to prioritize and execute tasks effectively in a fast-paced, high-pressure environment
• Must be able to pass background checks and pre-employment screenings
• Alignment with AVT Productions’ core values:
• We are team players
• We go above and beyond
• We do the right thing
• We get things done

EDUCATION, CERTIFICATION, AND OR EXPERIENCE

A bachelor’s degree from a four-year college or university is a plus, though relevant professional experience may be substituted. Familiarity with QuickBooks or similar finance and accounting software is also a plus.