Summary:
The Administrative Assistant/Account Executive supports the process of event management beginning with event orders, exhibitor kit creation and distribution, order entry, event follow-up and order adjustments. In addition, this position performs clerical and administrative work, organizes pre and post event forms and binders, and enters event orders in the software utilized by Art Craft Display. The Administrative Assistant/Account Executive serves in a sales capacity and develops quotes based on the size of the event and the client’s request. Responsibilities include communicating with staff to ensure successful set up/tear down, pick up/delivery of each event to meet the client’s needs. The Administrative Assistant/Account Executive is responsible for delivering exceptional customer care to both customers and vendors. This position may serve as the front desk clerk/receptionist and perform routine clerical, secretarial and administrative work, including answering phones, receiving the public, providing customer assistance, record keeping, and other functions to assist in the operations of the company. This position is Monday - Friday, 40 hours a week, 8 am to 5 pm.
Essential Functions:
- Develops and maintains office forms and procedures when needed and assists with administrative tasks
- Develops quotes for clients based on current pricing and discount protocols as established by the Board of Directors and/or management team
- Develops quotes based on the client’s needs, suggests areas of efficiency and improvement, and strives to increase event sales
- Ensures contracts are signed and payments are made in a timely fashion
- Operates the Service Desk at events, when needed, and successfully delivers a positive customer experience
- Answers telephone calls and directs the calls accordingly
- Receives the public and answers questions, in person and by telephone, responds to inquiries from employees and the public and, when necessary, refers to the appropriate person, administrator or department
- Operates office machines and assists when there is a malfunction.
- Notifies Office Manager when a service call is needed on equipment only after measures have been made to correct the problem
- Attends staff meetings as required
Competencies:
- Ability to read and comprehend instructions, correspondence and memos
- Creates customer quotes, event files, and billings using the current event software program
- Communicates with show organizers, facility managers, customers, and staff in a professional manner, using proper grammar and appropriate language
- Ability to present information in one-on-one and small group situations to customers, clients, and other employees of the organization
- Ability to understand and carry out detailed written or oral instructions
- Presence of time management skills and ability to meet critical deadlines
- Demonstrates teamwork and collaboration
- Takes initiative to work on additional projects not detailed in job description
- Displays flexibility in scheduling and task management
- Displays ethical conduct
- Demonstrates exemplary attendance
- Works in a safe manner
- Proficient in utilizing a phone to respond to company-related texts, calls, and emails as well as utilizing a phone app to accurately clock in/out
- Ability to utilize and understand current scheduling methods (electronic or printed)
- Proficient in Microsoft Office Suite and other software required by Art Craft Display to perform job duties and record time.
Skills Required
- Proficiency in Microsoft Office Suite
- Experience using event management or event software for order entry and exhibitor kit creation
- Ability to create quotes, event files, and billings based on pricing and discount protocols
- Customer service experience, including operating a service desk at events
- Front-desk/receptionist skills: answering phones, receiving the public, and directing inquiries
- Clerical skills: record keeping, scheduling, and maintaining office forms and procedures
- Ability to operate and troubleshoot office machines and notify management for service calls
- Ability to use a phone app to accurately clock in/out and respond to company communications
- Strong written and verbal communication, time management, and ability to meet deadlines
- Teamwork, initiative, flexibility in scheduling and tasks, and exemplary attendance
What We Do
Art Craft Display, Inc. is a leader in the trade show and convention industry, providing services to show promoters, convention planners, and exhibitors. They organize, promote, and manage events, offering services such as carpeting, freight handling, convention management, event furnishings, signage, and displays.
