Administrative Assistant

Aston Carter•Berwyn, IL

1d•$40 - $40•Onsite

About The Position

The Event Analyst plays a key role on a Chicago-based events team, supporting a high-traffic event space by managing event intake, ticketing, and case management, maintaining the events calendar, and developing dashboards and reports to track key performance indicators. This temporary, full-time role runs through 1/31/27 and focuses on delivering exceptional event experiences through strong hospitality, clear communication, and meticulous operational coordination. The position requires a highly organized professional who can handle multiple clients simultaneously, collaborate with vendors and partners, and leverage data to improve event operations and campus efficiency.

Requirements

5+ years of experience in event management, event operations, or a closely related field.
Demonstrated proficiency with Google Sheets, Google Data Studio, and Google Calendar, with the ability to use these tools to manage schedules, analyze data, and build reports.
Strong analytical and problem-solving skills with a continuous improvement mindset, using data to identify trends and drive operational enhancements.
Excellent verbal and written communication skills, with the ability to communicate clearly and professionally with multiple clients and stakeholders at once.
Proven ability to work a flexible schedule and travel when required (minimal), including availability for extended hours and evening events.
High level of organization and acute attention to detail, ensuring accurate tracking of events, data, and logistics.
Ability to adapt quickly to changing priorities and manage multiple projects simultaneously in a fast-paced environment.

Nice To Haves

Ability to analyze complex datasets and present insights in a clear, actionable, and visually compelling manner.
Strong experience in data analytics, dashboard development, and reporting tools, with a focus on operational and event-related metrics.
Experience working with Salesforce, Salesforce Einstein Analytics, and SocialTables is ideal but not required.
Experience in customer service, front desk operations, or white-glove service, with a focus on delivering a premium hospitality experience.
Experience in event planning, including coordinating catering and logistics for large events.
Experience working onsite in a corporate campus or technology-driven environment is beneficial.

Responsibilities

Triage incoming event tickets and assign them to event leads using the Salesforce platform, ensuring timely and accurate handling of all requests.
Own simple meeting requests from intake through completion, including scheduling, communicating with clients, and coordinating necessary logistics.
Manage and maintain the Ticketing Training Playbook, and train new hires on ticketing processes, case management, and reporting standards.
Design, develop, and maintain advanced dashboards and reports to track event-related KPIs, including Events Dashboards, Team Dashboards, Traffic Flow, and year-over-year metric dashboards.
Create and maintain individual team member dashboards and reports to support workflow tracking and performance monitoring.
Conduct in-depth data analysis to identify trends, inefficiencies, and opportunities for improvement across event and operational processes.
Leverage survey results and historical data to generate actionable insights that enhance event programs and customer experience.
Produce ad hoc reports and analyses to provide on-demand visibility into event performance and operational metrics.
Analyze space utilization data to identify patterns, optimize event and workplace layouts, and recommend strategies to improve campus efficiency.
Identify opportunities to improve efficiency by optimizing existing processes and using technology to streamline operations.
Participate in team decision-making related to processes and workflows, contributing ideas to enhance efficiency and operational consistency.
Track and update 'Ohana Floor hours, accounting for special events, maintenance closures, and other schedule changes.
Manage the Chicago Tower events calendar and event tracker, ensuring accurate scheduling and visibility of all events.
Run 'Ohana Floor operations meetings as needed to keep service partners and vendors informed about upcoming events and operational needs.
Collaborate with leadership to ensure internal programs are properly allocated and running smoothly, and escalate operational inefficiencies when necessary.
Serve as the main event lead for select internal events and programs with multiple moving parts, overseeing planning, coordination, and on-site execution.
Manage vendor relationships and coordinate catering and other logistics required for meetings and events, ensuring high-quality service delivery.
Handle behind-the-scenes logistics by submitting and tracking service case requests, furniture moves, janitorial services, AV support, and guest services needed to keep events and programs running smoothly.
Act as a subject matter expert on ticketing and reporting systems, troubleshooting issues and optimizing system usage for the team.
Partner with regional events teams to prioritize enhancements to ticketing and reporting systems and help resolve technical challenges.
Serve as the primary point of contact for Chicago cross-functional escalation and communication regarding ticketing system issues, ensuring effective problem resolution and operational continuity.
Represent the Chicago team in global ticketing groups, ensuring that process changes and updates are communicated and adopted locally.
Maintain and update training materials related to ticketing processes, dashboards, and reporting tools to keep documentation current and useful.
Train team members on data analysis best practices, automation tools, and system functionalities to build analytical and technical capability within the team.
Document workflows and process improvements to support knowledge retention, consistency, and scalability of operations.
Update and maintain the Simple Meeting resource document and share it with clients as needed to support efficient meeting planning.
Represent the site during events and collaborate with cross-functional groups, including facilities, AV, catering, and guest services, to ensure seamless event delivery.
Maintain positive relationships with internal stakeholders and site customers by delivering exceptional customer service and responsive support.
Be available and responsive to the global nature of the business, including flexibility to work extended hours and evenings to support large-scale or late events.
Track the Grand Piano request schedule and communicate updates to all cross-functional 'Ohana Floor teams involved in event operations.
Provide on-site support for large-scale events, coordinating logistics and ensuring that all operational elements are executed to a high standard.