Administrative Assistant

CVW Event Productions is seeking a highly organized and detail-oriented Administrative Assistant to support our Vice President of Visual Design. This role is responsible for managing daily administrative functions, coordinating schedules and communications, and helping ensure priorities, projects, and deadlines remain organized and on track.

The Administrative Assistant will support both the operational and business development activities of the Vice President of Visual Design. This role serves as a central point of coordination for scheduling, communications, project administration, client correspondence, and workflow management, helping ensure priorities remain organized and initiatives move forward efficiently.

The ideal candidate is a strong communicator with experience in office administration, calendar management, and task coordination. They are comfortable working with technology, automations, and business systems to improve efficiency and streamline workflows. Success in this role requires exceptional organizational skills, discretion, initiative, and the ability to manage multiple priorities in a fast-paced environment.

This is a full-time position working Monday through Friday, 9:00 AM – 5:00 PM. Occasional overtime may be required based on business needs.

Key Responsibilities

Executive & Administrative Support

• Manage and maintain the Vice President's calendar, scheduling meetings, appointments, and travel as needed.

• Monitor and organize email communications, prioritizing messages and assisting with correspondence.

• Prepare daily email and schedule recaps to ensure priorities and action items are clearly identified.

• Create, maintain, and track task lists, reminders, and project follow-ups.

• Coordinate internal and external meetings, including agendas, notes, and action items when requested.

• Serve as a key point of communication between the Vice President and internal team members.

Organization & Workflow Management

• Maintain organized systems for documents, files, project information, and department resources.

• Utilize software tools, automations, and workflow systems to improve communication and operational efficiency.

• Assist in tracking deadlines, deliverables, and ongoing departmental initiatives.

• Support process documentation and administrative workflow improvements.

• Identify opportunities to improve efficiency through technology and automation.

Business Development & Client Support

• Assist the Vice President of Visual Design with business development initiatives and client outreach efforts.

• Draft, coordinate, and manage correspondence with prospective and existing clients on behalf of the Vice President.

• Track client communications, follow-up items, and business development activities to ensure timely responses and engagement.

• Schedule client meetings, site visits, discovery calls, and networking opportunities.

• Prepare meeting materials, presentations, proposals, and supporting documentation for client-facing engagements.

• Maintain organized records of client interactions, proposals, and related business development documents.

• Support the coordination of industry events, conferences, and relationship-building activities.

Event & Project Support

• Coordinate administrative logistics related to event travel and onsite operations.

• Organize and distribute project documentation and event-related materials.

• Collaborate with the Operational team on communications regarding schedules, logistics, and operational updates.

• Arrange meals, reservations, and other administrative needs for onsite event teams when required.

• Assist with travel planning and related administrative coordination.

• Support the Vice President in preparing for site visits, client meetings, and event-related responsibilities.

Financial & Reporting Support

• Track and reconcile business expenses.

• Organize receipts, expense reports, and supporting documentation.

• Maintain administrative records and reporting as needed.

• Assist with budget tracking and administrative reporting functions.

Qualifications

Required

• 2+ years of administrative, office coordination, executive support, or project coordination experience.

• Excellent organizational and time-management skills.

• Strong written and verbal communication abilities.

• High level of attention to detail and accuracy.

• Proficiency with Google Workspace applications (Calendar, Docs, Sheets, Slides)

• Ability to handle confidential information professionally.

• Ability to manage multiple priorities with minimal supervision.

• Strong comfort with technology and digital business tools.

Preferred

• Experience supporting managers, department leaders, or executives.

• Experience with project management software, CRM systems, scheduling platforms, or workflow tools.

• Familiarity with business automation tools and process improvement initiatives.

• Experience in event production or planning

• Experience supporting business development or client-facing teams.

Key Attributes

• Highly organized and proactive.

• Technically savvy and eager to learn new systems.

• Strong problem-solving and critical-thinking abilities.

• Professional, dependable, and trustworthy.

• Adaptable in a fast-paced environment.

• Service-oriented with a collaborative mindset.

• Able to anticipate needs and take initiative without constant direction.

Physical & Work Requirements

• Primarily office-based work environment, will also be working on event sites so comfortable with transportation into DC and the surrounding areas.

• Ability to sit, stand, and work at a computer for extended periods.

• Adaptable to work on event sites with unpredictable environment.

• Occasional overtime may be required based on event schedules, travel requirements, and business demands.

Why Join CVW Event Productions?

CVW Event Productions is a nationally recognized event technology and production company supporting conferences, galas, broadcasts, corporate events, and live experiences across the country. This position offers the opportunity to work closely with a senior leader, contribute to both operational excellence and business growth, and play an integral role in supporting a fast-paced, collaborative team environment.