Administrative Assistant

Avid

2d • $55,000 - $70,000 • Remote

About The Position

It's fun to work in a company where people truly BELIEVE in what they're doing! We're committed to bringing passion and customer focus to the business. ABOUT THE JOB Avid is looking for an experienced Administrative Assistant to support its operations & functions. You will report to the Executive Administrator and Group Coordinator. Remote opportunity, ideally near Burlington MA and able to commute into the office from time to time. In this role, you will have the opportunity to: Create & track all department PO's while working closely with contracts team to make sure SOWs are accurate, align with company policy & are fully executed. Customer Briefing Center Coordinator; Key onsite contact for meeting briefing management and scheduling. Schedule all facets of meetings and manage all prep calls, conference room preparation, printed material, digital asset readiness for briefings; onsite contact for customers and sales team for briefing related questions (Local logistics support, Area Information, Hotel/Restaurant Info). Create, manage and reconcile all PO’s related to events; Manage room blocks, staffing lists & contact lists; compose and send registration & travel communications to staff; Organize and plan onsite customer receptions & cocktail events and catering Management of Vendor contracts from receipt through Finance, Legal and Executive signature. Including but not limited to; Tradeshows, Hotel blocks, Field events, Customer meetings. Lead scheduling coordination of all Demo, Executive and Workflow meetings for major tradeshows (NAB, IBC, AES) manage group calendars, contacts and meeting logistics. Coordinate travel plans using SAP/Concur; including expense reporting and reimbursement. Manage department office supplies, subscriptions, memberships, equipment and information technology. Provide general administrative support for Executives. Receive, screen and handle telephone calls, mail, and other correspondence. Printing, shipping, scanning, filing, copying as needed. Efficiently prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.

Requirements

• 2 - 4 years of experience in an administrative or coordinator role.
• Strong organizational skills with excellent attention to detail and ability to manage multiple priorities.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Experience with tools like Salesforce, Concur, SAP and/or NetSuite
• Experience scheduling meetings, coordinating travel and managing travel
• Strong written and verbal communication skills

Responsibilities

• Create & track all department PO's while working closely with contracts team to make sure SOWs are accurate, align with company policy & are fully executed.
• Customer Briefing Center Coordinator; Key onsite contact for meeting briefing management and scheduling.
• Schedule all facets of meetings and manage all prep calls, conference room preparation, printed material, digital asset readiness for briefings; onsite contact for customers and sales team for briefing related questions (Local logistics support, Area Information, Hotel/Restaurant Info).
• Create, manage and reconcile all PO’s related to events; Manage room blocks, staffing lists & contact lists; compose and send registration & travel communications to staff; Organize and plan onsite customer receptions & cocktail events and catering
• Management of Vendor contracts from receipt through Finance, Legal and Executive signature. Including but not limited to; Tradeshows, Hotel blocks, Field events, Customer meetings.
• Lead scheduling coordination of all Demo, Executive and Workflow meetings for major tradeshows (NAB, IBC, AES) manage group calendars, contacts and meeting logistics.
• Coordinate travel plans using SAP/Concur; including expense reporting and reimbursement.
• Manage department office supplies, subscriptions, memberships, equipment and information technology.
• Provide general administrative support for Executives.
• Receive, screen and handle telephone calls, mail, and other correspondence.
• Printing, shipping, scanning, filing, copying as needed.
• Efficiently prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.

Benefits

• Join a global team and experience a dynamic, collaborative work environment that fosters innovation and growth.
• Remote work model offering flexibility to balance work and life.
• Access to development programs with strong support and mentoring to help you grow and advance within the company.
• Equal opportunity employer committed to diversity, inclusivity, and creating a welcoming environment for all employees.
• Attractive benefits package including health & life insurance, referral rewards, and generous leave policies to ensure a healthy work-life balance.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 1,001-5,000 employees