Administrative Assistant

Job Description

Key Responsibilities:

• Assist in the planning and coordination of conferences, from inception to completion.
• Manage conference schedules, including speaker bookings, venue arrangements, and logistics coordination.
• Communicate with sponsors and venue to ensure timely delivery of event requirements.
• Maintain and update event-related documentation, such as attendee lists, registration data, and budget tracking.
• Ensure compliance with event policies and timelines
• Provide on-site support during conferences to handle any immediate logistical needs and ensure smooth operations.
• Provide administrative support to the company president
• Create and update conference webpages
• Update and maintain company website pages for each conference via WordPress (adding/editing session information, linking pages, adding media/logos, etc.)
• Update and maintain forms in Wufoo
• Communicate day of conferences with sponsors and attendees

Qualifications:

• Proven experience in project management, conference coordination, and related administrative roles.
• Strong organizational and time-management skills with the ability to handle multiple tasks and deadlines.
• Excellent written and verbal communication skills.
• Ability to work well under pressure and in a fast-paced environment.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint), WordPress, Adobe and Wufoo
• Ability to work independently in small office environment
• Some travel required for on-site for pre-conference setup the day before conference as well as on-site conference management
• Professional presentation and demeanor
• Bachelor's degree or equivalent experience

Kavaliro provides Equal Employment Opportunities to all employees and applicants. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. Kavaliro is committed to the full inclusion of all qualified individuals. In keeping with our commitment, Kavaliro will take the steps to assure that people with disabilities are provided reasonable accommodations. Accordingly, if reasonable accommodation is required to fully participate in the job application or interview process, to perform the essential functions of the position, and/or to receive all other benefits and privileges of employment, please respond to this posting to connect with a company representative.