Executive Administrative Assistant

About Our Client

Our client is a dynamic Event & Entertainment Technology company based in Las Vegas, NV that specializes in creating unforgettable experiences Premium LED digital display walls & comprehensive Audio Visual production services. Their expertise spans conventions, trade shows, business conferences, live music performances, & special events, where they transform client content into captivating visual displays of creativity. They thrive in a fast-pasted, innovative environment where flexibility & creative problem-solving are prioritized over rigid structures. They pride themselves on delivering exceptional productions with their signature concierge white-glove service approach, maintaining a collaborative workplace culture that embraces the unpredictable nature of the event industry. They seek team members who share their passion for technical excellence, creative adaptability, & their commitment to stay at the cutting edge of event production technology.

Our Culture & The Right Fit

Our client represents a Vibrant, Casual, Eclectic group of Misfits—think Nerds meet Jocks! They believe the right cultural fit is essential for success as they don’t work in boxes; they like to “blow boxes up.” They’re innovators & technology nerds obsessed with quality who seek candidates who embrace the unpredictable nature of event production. Their ideal team members thrive in ambiguity, pivot quickly when priorities shift, & demonstrate resilience during high-pressure situations. They value those who posses a positive, solution-oriented mindset while maintaining open communication & taking initiative without constant direction. The perfect candidate finds joy in creative chaos, appreciates the unique energy of the Las Vegas entertainment industry, & sees their unpredictable work not as a challenge but as an exciting opportunity to apply their experience in innovative ways. If you’re comfortable stepping outside conventional boundaries & collaborating with a team that combines technical expertise with creative vision, you’ll fit right in with their distinctive culture.

Our Future

Their visions stay 5-10 years ahead while their executive remains in the present to ensure those visions become reality. They’re not just forward thinkers. They’re calculated risk takers determined to create their future, not wait on others to create it for us.

Position Overview

We are seeking a seasoned Executive Administrative Assistant, ideally a retired executive assistant or senior administrative professional looking for a flexible role in the exciting world of event production. The position will provide high-level administrative support to our client’s executive team, with a focus on resolving administrative pain points related to operations, documenting management, data entry, & complex event scheduling. The ideal candidate will bring their wealth of experience to help streamline processes while adapting to our client’s unique production environment.

Key Responsibilities

Operations & Administrative Support

Serve as the primary administrative point of contact for internal & external stakeholders

Manage complex executive calendars, accommodating the unpredictable schedule demands of the production industry

Coordinate & prepare for meetings, including agenda creation, materials distribution, & minute-taking

Process expense reports & handle confidential financial documents

Anticipate needs & proactively resolve administrative challenges before they become issues

Document Management & Archiving

Develop & maintain an efficient documentation management system

Create visually engaging documents tailored to diverse learning styles within the team

Implement standardized filing procedures for physical & digital documents

Ensure proper archiving of important company records & documents

Design visual aids, charts, & infographics to communicate complex information effectively

Data Management & Analysis

Perform accurate data entry across multiple platforms & databases

Compile & analyze data to produce regular reports for executive review

Maintain databases & spreadsheets with up-to-date information

Identify opportunities for process improvement through data analysis

Transform complex data into visual presentations for stakeholders with varied learning preferences

Event & Production Coordination

Assist with coordination of complex production schedules & events

Maintain detailed timelines & production calendars

Adapt administrative processes to accommodate last-minute changes

Liaise with vendors, clients, & team members to ensure successful event execution

Provide on-site administrative support during key events when needed

Communication & Relationship Management

Draft professional correspondence, reports, & presentations

Facilitate effective communication between executives & various stakeholders

Maintain discretion when handling sensitive & confidential information

Serve as a professional representative of the executive team & the company

Develop communication materials that cater to visual learners & diverse stakeholders

Qualifications & Requirements

Experience

5-10 years of administrative experience, with significant time spent in executive support roles

Previous experience as an Executive Assistant to senior management

Background in operations coordination or office management

Experience managing complex schedules & priorities

Event or production industry experience is beneficial but not required; candidates from other industries looking to apply their executive assistant skills in a new environment are encouraged to apply

Skills & Abilities

Exceptional organizational skills with strong attention to detail

Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

Experience with document management software & systems

Strong data entry skills with emphasis on accuracy & efficiency

Excellent written & verbal communication skills

Ability to create visually engaging documents for diverse learning styles

Strong critical thinking & problem-solving abilities

Proactive approach to anticipating needs & taking initiative

Adaptability to changing priorities & schedules

Comfort with technology & willingness to learn industry-specific tools

Personal Attributes

Self-motivated with ability to work independently & as part of a team

Flexible mindset regarding working hours & schedule changes

Professional demeanor & strong work ethic

Commitment to continuous improvement & learning

Calm under pressure & able to manage multiple competing priorities

Natural problem-solver who takes initiative without being prompted

Benefits & Perks

Flexible schedule that can accommodate semi-retired professionals

Competitive compensation package based on experience

Opportunity to apply executive assistant expertise in an exciting industry

Collaborative & dynamic work environment

Training on industry-specific tools & processes

Being part of creative, memorable events in Las Vegas

Our client is an equal opportunity employer committed to diversity in the workplace. We encourage candidates from all backgrounds to apply, particularly those with extensive executive assistant experience who are looking for a flexible role that leverages their skills in a creative industry. (#5.0520.107 – Las Vegas)