Corporate Administrative Assistant and Event Coordinator A3

About the role

The Event and Administrative Coordinator will provide administrative support to corporate and executive leaders, serve as the primary coordinator for firmwide and corporate office events, plan, schedule, and execute events, coordinate multi-user and group meetings, assist with travel arrangements, maintain organized files, handle sensitive information, and support additional administrative or operational projects.

Responsibilities

• Provide administrative support to corporate and executive leaders (including the C-suite) and corporate groups including calendar coordination, document preparation, correspondence, data tracking, and record maintenance.
• Serve as the primary coordinator for firmwide and corporate office events, including internal meetings, training sessions, celebrations, fundraising, and community or client-facing activities.
• Plan, schedule, and execute events from concept through completion, including timelines, logistics, vendor coordination, venue selection, catering, audiovisual needs, registration, communications, travel accommodations, and post-event follow-up.
• Act as the main point of contact for event stakeholders, vendors, and internal teams to ensure a smooth and professional experience before, during, and after each event.
• Care for multi-user and group meetings, including room set-ups, virtual technology, calendars, materials, both internal and external, and clean up and reset conference rooms.
• Aid with travel arrangements related to events and meetings, including lodging, transportation, and itineraries as needed.
• Maintain organized files, checklists, schedules, and budgets related to events and projects.
• Handle sensitive and confidential information with discretion and professionalism.
• Support additional administrative or operational projects, as assigned, to ensure overall efficiency of the organization and the support services group.

Requirements

• Bachelor’s degree in business, communications or related fields is preferred.
• A minimum of 3 years of relatable event planning and administrative experience.
• Extensive knowledge with Microsoft Word, Excel, and PowerPoint. Experience using Microsoft Teams is preferred.
• An individual who has experience working in a multi-task-oriented environment.
• Superior oral and written communication skills.
• A background in professional services consulting (engineering, architecture, construction, real estate development) would be considered a plus.

Qualifications

• Must be able to work flexible hours/hybrid schedule.
• Must be able to support events that may occur outside of a standard 8:00 a.m. – 5:00 p.m. workday, including early mornings, evenings, or occasional weekends.

Benefits

• Training, mentorship, and leadership development programs
• A team atmosphere dedicated to open communication and collaboration
• Flexible hours/hybrid schedule
• Embed yourself in the community by participating in numerous outside activities that GRAEF endorses and supports
• Exciting downtown office location, with free amenities, including onsite fitness center, pickleball courts, and more
• Free covered parking
• Parental Leave
• Paid Time Off
• Medical/Dental/Vision Insurance
• Life Insurance
• Short-Term and Long-Term Disability
• Flexible Spending Plans
• Retail Savings Plan
• Employee Stock Ownership Plan (ESOP)
• Tuition Reimbursement
• Casual dress

Pay

Compensation is commensurate with experience.

Schedule

This position involves a non-traditional schedule, with flexibility required to support events that may occur outside of a standard 8:00 a.m. – 5:00 p.m. workday, including early mornings, evenings, or occasional weekends. Schedule adjustments are made accordingly to support business and event needs.

Equal Employment Opportunity

We are proud to offer you a complete package to include:

• Training, mentorship, and leadership development programs
• A team atmosphere dedicated to open communication and collaboration
• Flexible hours/hybrid schedule
• Embed yourself in the community by participating in numerous outside activities that GRAEF endorses and supports
• Exciting downtown office location, with free amenities, including onsite fitness center, pickleball courts, and more
• Free covered parking
• Parental Leave
• Paid Time Off
• Medical/Dental/Vision Insurance
• Life Insurance
• Short-Term and Long-Term Disability
• Flexible Spending Plans
• Retail Savings Plan
• Employee Stock Ownership Plan (ESOP)
• Tuition Reimbursement
• Casual dress