We are seeking a highly organized and detail-oriented Operations Assistant to join our dynamic events team. In this role, you will assist in the planning, coordination, and execution of tradeshow events, with a specific focus on administrative and resource tracking support. This position is perfect for someone with excellent time management skills, a keen eye for detail, and a passion for ensuring that all events run smoothly and efficiently.
Key Responsibilities:
Event Setup & Resource Support: Assist in the coordination of setup and teardown of tradeshow booths, ensuring all materials, equipment, and labor is organized, tracked by project and delivered on time.
Payroll Support: Coordinate labor desk for sign in and out of all workers. Attention to detail and the ability to accurately and quickly total time cards is a must.
Daily time entry: Coordinate with the city management team to enter hours worked into system, reconciling with all timecards daily.
On-Site Troubleshooting: Be available to troubleshoot any last-minute issues during the event, including helping staff, vendors, or exhibitors with time-sensitive problems.
Exhibitor Support: Coordinate with city management team to provide timely assistance to exhibitors, helping with their specific setup or operational questions and needs during the event.
Event Documentation: Keep accurate records of materials and equipment signed out from desk and track to appropriate projects. Additionally, coordinate and track any runs needed / completed for additional equipment or materials not available onsite.
Communication: Maintain clear communication with internal teams to ensure everyone is informed of any changes to schedules or logistics.
Qualifications:
Experience: 1-2 years in tradeshow, event coordination, or operations support, with experience in administrative support preferred.
Skills: Strong time management skills with the ability to multitask effectively. Proficient in using basic office software (e.g., Microsoft Office, Excel, Teams) and ability to learn and master proprietary software. Team player with the ability to work independently while knowing when to involve other team members.
Attention to Detail: Exceptional attention to detail, with a focus on accurate timekeeping and adherence to union payroll rules.
Communication Skills: Excellent verbal and written communication skills, with the ability to coordinate and liaise with various stakeholders effectively.
Problem-Solving: Able to quickly identify and resolve issues in a high-pressure, fast-paced environment.
Requirements: Reliable transportation to multiple venues in the Boston area.
Preferred: Experience in timekeeping or as a schedule coordinator in a tradeshow or event setting.
Additional Information:
This role will require occasional travel to event locations and may involve extended hours during events. Flexibility and a proactive approach are essential for success in this position.