Job Description

Job Title: Meetings & Events Administrative Assistant

Job Duration: 6 months

Job Location: Fort Myers, FL

Job Summary:

• Provide high-level administrative and operational support to the Head of Global M&E Operations and the M&E Leadership Team, ensuring the seamless execution of daily departmental functions.

• This role requires handling confidential, strategic, and time-sensitive information with discretion, while contributing to the overall efficiency and effectiveness of the team's operations.

Job Responsibilities:

• Provide comprehensive calendar management for the Executive, including scheduling domestic and international travel, coordinating special events, and preparing detailed itineraries and support materials.

• Coordinate Executive meetings, department activities, and conference calls, ensuring agendas are created, materials are prepared, and follow-up actions are tracked.

• Prepare and distribute meeting notes, record key takeaways, and maintain accurate documentation of action items for recurring and ad-hoc meetings.

• Support the Executive with daily operations such as expense reporting, proofreading, appointment scheduling, correspondence, and other administrative tasks as assigned.

• Perform a variety of administrative functions with a high level of discretion, professionalism, and independent judgment.

• Manage purchase requisitions, invoice approvals, and Purchase Order requests for the Executive and the Global M&E team, ensuring accuracy and timely processing.

• Oversee contract management processes including review, research, and summarization for Executive approval; ensure compliance with company policies and timely handling.

• Collaborate with project stakeholders and finance teams to monitor budgets, analyze project costs, and track variances, providing detailed financial reports as needed.

• Maintain and update key departmental tracking tools, such as the commissions and savings spreadsheet; and deliver bi-weekly updates to the Head of M&E Operations.

• Partner with the Global M&E team to support and monitor progress on global and regional branding initiatives, ensuring timely follow-up and deadline adherence.

• Maintain high-quality presentations and reports for executive use.

• Facilitate onboarding and transition support for new hires within the Global M&E team.

• Manage departmental supply inventory and place orders as necessary to ensure operational readiness.

• Provide consistent, proactive administrative support to the Global M&E team

Qualifications:

The qualifications outlined below represent the minimum knowledge, skills, and abilities required for successful performance in this role.

Knowledge:

• Strong understanding of departmental policies, procedures, and internal workflows.

• Proficient in business software applications including reporting tools, word processing, spreadsheets, and presentation platforms.

Skills and Abilities:

• Advanced administrative and organizational skills with strong attention to detail.

• Excellent interpersonal, verbal, and written communication abilities.

• Proven ability to handle confidential and time-sensitive information with discretion and professionalism.

• Highly self-motivated with a strong work ethic and the ability to work both independently and collaboratively.

• Effective time management and prioritization skills in a dynamic environment.

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

• Capable of building consensus and navigating cross-functional teams.

Supervision:

• Operates with a high degree of autonomy while seeking guidance as needed.

Education and Experience:

• Bachelor's degree preferred; equivalent combination of education and experience will be considered.

• Minimum of 2 5 years of relevant administrative or operations experience.

Licenses and Certifications:

• None required.

Language Skills:

• Ability to read, interpret, and create business correspondence and reports.

• Capable of effectively communicating concepts and collaborating with peers across departments.

Skills:

• Proficient in Word, Excel and PowerPoint

Physical Demands

• May involve standing, walking, stooping, bending, kneeling, and climbing stairs.

  • Regular use of hands and arms may be required.

Work Environment

• Typical office setting with exposure to standard business equipment and systems.

• Reasonable accommodations may be made to support individuals with disabilities in performing the essential duties of the role.

Job Tags

Similar Jobs