
Admin Assistant for AVP
4 days ago
Executive support
• Manage the AVP's calendar, schedule meetings, prioritize requests, and prepare briefing materials.
• Coordinate domestic and international travel bookings and itineraries; prepare expense reports and reconciliations.
• Draft, proofread, and send internal and external correspondence on behalf of the AVP. Meeting and project coordination
• Prepare agendas, take and distribute meeting minutes, track action items and follow-ups.
• Maintain project trackers and ensure deadlines are met across marketing and entertainment initiatives.
• Coordinate cross-functional meetings with creative, PR, events, sales, legal, and finance teams. Concept paper approvals & permits
• Monitor concept papers to full approval; track required sign-offs and final authorization.
• Ensure all necessary permits, licenses, and approvals for campaigns, activations, productions, and events are identified, submitted, secured, and obtained.
• Prepare and submit concept paper supporting materials and permit applications; coordinate with internal legal/compliance, procurement, and external city/state agencies as needed.
• Maintain a permits and approvals calendar and centralized repository; follow up on pending applications, escalate delays, and confirm issuance and validity of permits.
• Verify permit/license conditions are incorporated into event/run-of-show plans and ensure compliance before, during, and after execution.
• Manage renewals, amendments, and final close-out documentation related to concept papers and permits. Event and production support
• Assist with planning and execution of live events, virtual events, and talent/venue logistics (vendor management, contracts, travel, accommodations, run-of-show).
• Manage event checklists, production timelines, on-site support, and post-event reconciliation.
• Budget, procurement and vendor administration
• Process purchase orders, invoices, and expense reports; track budgets and flag variances.
• Maintain vendor lists and contract files; coordinate with procurement and finance for approvals. Marketing operations & reporting
• Update CRM, asset libraries, and campaign trackers; prepare weekly/monthly performance reports and executive summaries.
• Support simple marketing asset requests and distribution (coordination with design/production teams).
• Assist with basic social media scheduling, campaign QA, and digital asset tagging as needed. Administrative systems & office management
• Maintain shared calendars, team directories, and standard operating documents.
• Onboard new team members (equipment ordering, access provisioning, orientation logistics).
• Manage office supplies and coordinate with facilities
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