Events & Administrative Specialist

Parkhill•Austin, TX

About The Position

The Events & Administrative Specialist provides administrative support for meetings, events, and trade shows through scheduling, documentation, registration management, record keeping, and system updates. The role maintains event records, supports administrative processes, and tracks activities to keep information organized, accurate, and up to date. This is a full-time position paid bi-weekly on an hourly basis. Parkhill describes its purpose as Building Community and invites people who invest in their communities to join its team of planners, architects, and engineers. It has 15 offices throughout Texas, New Mexico, and Oklahoma. The specialist supports event planning and operations, administrative and records processes, registration and attendee communications, and coordination with the Events team and other stakeholders. The position also maintains project tasks and documentation in tools such as Asana and supports event registration activities in Swoogo.

Requirements

At least 3 years of experience in administrative support, event support, hospitality, trade show support, or a related field.
Strong organizational and time-management skills.
Excellent written and verbal communication skills.
Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
Strong attention to detail and ability to maintain accurate records and documentation.
Ability to manage multiple priorities in a fast-paced environment.

Nice To Haves

Associate's or Bachelor's degree in business administration, hospitality, communications, or a related field.
Experience with Swoogo, Asana, or similar event registration and project management tools.

Responsibilities

Assist with meetings, events, and trade show planning activities.
Prepare and maintain event documentation, attendee lists, materials, and supporting records.
Assist with registration processes, attendee communications, and event-related correspondence.
Support onsite event activities and post-event documentation as needed.
Assist with event supply, shipping, and inventory records.
Maintain contracts, invoices, purchase requests, and budget documentation.
Assist with travel arrangements, meeting scheduling, and calendar management.
Organize and maintain electronic and physical event files.
Prepare reports, presentations, agendas, and meeting materials.
Ensure event records and documentation are accurate, complete, and current.
Track deadlines proactively and follow up on action items.
Maintain Asana tasks, status updates, and project documentation.
Assist with Swoogo registration setup, attendee lists, event communications, and registration records.
Maintain event-related data, files, forms, and supporting documentation.
Track deadlines, action items, and event-related deliverables to support team activities.
Assist with data entry, reporting, and record keeping across event management systems.
Provide administrative support to the Events team and other stakeholders as needed.
Maintain templates, forms, and standard operating documentation.
Assist with follow-up activities and documentation related to meetings, events, and trade shows.
Support process consistency through accurate record keeping and document management.
Collaborate with team members to identify upcoming administrative needs and coordinate timely completion of assigned tasks.
Perform other duties as assigned.

Benefits

Hybrid/flexible work schedules and flexible work environment.
Generous PTO and paid holidays.
Specialized training, continuing education, professional licensing, intern development programs, and University of Parkhill.
Multiple health plan options.
FSA for dependent care and HSA contributions.
Employer 401k contribution.
Employer-paid basic life insurance and short- and long-term disability coverage.
Performance bonuses.
Mental health care, culture committees, and a wellness program.
Charitable giving match.