Part Time Temporary Office and Events Assistant

Gemini Legal Support Inc•West Covina, CA

5d•Onsite

About The Position

This part-time, temporary role within the Marketing department replaces an employee on maternity leave. This role will assist with daily administrative processes for office operations and events for the Marketing department. Duties will include, maintaining office supplies, scheduling meetings, data entry and document preparation, ordering materials and booking services, database uploads, shipping, and tracking expenses. Event types range from tradeshows to field events such as “Lunch and Learns” to sponsorships of partner events such as golf tournaments and holiday parties.

Requirements

High School Diploma or equivalent
2+ years of experience in an events support or administrative support role preferred
Attention to detail, strong organizational skills, ability to communicate clear and accurate information verbally and in writing
Comfortable working with technology to execute tasks
Ability to multitask and prioritize workload on a daily basis, excellent time management skills
Proficient using a computer, business phone, office software, video conferencing, and other computer programs including Google Workplace (Docs, Sheets, Calendar, Gmail, etc.)
Experience working in an office setting
Must be on-site; no remote working options
Must pass pre-employment drug screening and a background check
Valid driver’s license, clean driving record, and current auto insurance
Sitting for at least one hour at a time (total: 6-8 hours/day)
Keyboarding for extended periods of time (total: 4-6 hours/day)
Using a phone with or without a headset for extended periods (total: 2-4 hours/day)
Driving for extended periods of time, up to 1-2 hours in a day and up to 25-50 miles per day

Nice To Haves

Experience with CRM (esp. Salesforce), marketing automation tool (esp. Marketo), or project management software (esp. Asana) a plus

Responsibilities

Manage daily office operations (supplies, organization, cleanliness, readiness)
Track and maintain inventory levels (office supplies, event materials)
Receive, log, and organize incoming shipments, mail and deliveries
Prepare and restock materials for meetings, events, and office needs
Coordinate outgoing shipments (event kits, internal requests)
Assemble event kits (booth materials, banners, giveaways, printed assets)
Ensure all materials are packed, labeled, and ready ahead of deadlines
Support post-event returns (unpack, restock, report missing/damaged items)
Maintain accurate inventory counts (daily/weekly tracking)
Flag low stock and proactively reorder based on usage trends
Organize storage areas for easy access and visibility
Track and document event deadlines and processes, ensuring all relevant parties have the necessary information in the appropriate timelines
Ship materials to/from events, ensuring all items are in working order before returning them to inventory
Manage events equipment and materials supplies
Order materials and book services (including hotel accommodations) for events per project timelines and budgets
Help prepare pre-event attendee briefing materials and post-event reports, briefing documents and/or books
Track all event-related expenses and prepare pre-event expense approvals and post-event expense reports
Perform other clerical duties such as filing, photocopying, transcribing and faxing
Occasional local travel may be required to fulfill support duties (e.g. taking rush packages to shipping couriers, etc.)
Other duties as assigned