Administrative Manager at Balmoral Group

Job Description:

• We are seeking a highly organized and detail-oriented Administrative Manager to join our dynamic team in the event industry. This role combines administrative support, operational efficiency, and technical expertise to ensure the smooth execution of all events. The ideal candidate will have a blend of technical skills, administrative experience, and operational know-how, along with a passion for the event industry.
• As the Administrative Manager, you will play a key role in managing daily administrative tasks, streamlining event processes, overseeing event logistics, and supporting cross-functional teams to deliver high-quality events. You will also be responsible for optimizing the use of software systems, handling vendor relations, coordinating with internal teams, and ensuring all tasks are completed on time and within budget.

Key Responsibilities:

Event Administration:

• Manage all event-related documentation, including contracts, permits, timelines, and vendor agreements.
• Coordinate and manage event schedules, ensuring deadlines are met and all stakeholders are informed.
• Maintain accurate records of event details, budgets, and logistics.
• Assist in preparing event budgets and track expenditures to ensure financial targets are met.

Operations & Logistics Support:

• Coordinate the setup, operation, and breakdown of events, ensuring all logistics run smoothly.
• Support technical teams in the setup of audiovisual, lighting, and other technical elements for events.
• Act as a liaison between internal teams (marketing, sales, creative) and external vendors (catering, A/V, transportation, etc.).

Technical & Software Systems:

• Utilize event management software (such as Cvent, Eventbrite, or others) to track event progress and ensure all systems are up to date.
• Troubleshoot and resolve technical issues related to event equipment, registration systems, and virtual platforms.
• Assist in the implementation of new technologies and tools to improve efficiency in event planning and execution.

Vendor and Client Management:

• Maintain relationships with vendors and suppliers to ensure timely and accurate delivery of event-related services and products.
• Coordinate with clients to gather requirements and ensure events are aligned with their vision and objectives.
• Respond to inquiries, handle client requests, and provide on-site support as necessary.

Team Collaboration & Reporting:

• Work closely with event coordinators, project managers, and senior leadership to ensure seamless communication and execution of events.
• Prepare regular reports on event progress, status, and post-event analysis.
• Contribute to the continuous improvement of event workflows and operational processes.

Key Performance Indicators (KPIs):

Event Execution & Timeliness:

• Percentage of events delivered on time and within the planned schedule.
• Adherence to event timelines from planning through execution and breakdown.

Budget Management:

• Percentage of events completed within budget.
• Accuracy of event budget forecasting and tracking of expenditures.

Client Satisfaction:

• Client feedback scores (post-event surveys or direct feedback).
• Number of repeat clients or referrals resulting from successful event execution.

Operational Efficiency:

• Reduction in administrative errors (e.g., documentation, scheduling conflicts).
• Streamlining of event logistics and use of event management tools.

Vendor Management:

• Vendor satisfaction ratings and reliability.
• Timeliness and accuracy of vendor deliverables.

Technical Troubleshooting & Support:

• Resolution time for any technical issues encountered during the event setup or execution.
• Successful integration of new technologies and tools for event operations.

Team Collaboration & Communication:

• Positive feedback from team members regarding communication and collaboration.
• Successful coordination between internal teams and external vendors.

Qualifications:

• Proven experience (3+ years) in an administrative or operational role within the event industry.
• Strong technical skills, including proficiency with event management software (e.g., Cvent, Eventbrite, etc.), Microsoft Office Suite, and basic AV/tech setups.
• Exceptional organizational and time-management skills.
• Ability to work under pressure and manage multiple tasks simultaneously.
• Excellent communication skills (both written and verbal).
• Ability to problem-solve quickly and efficiently.
• Experience with budget management and financial tracking.
• Strong attention to detail and proactive in anticipating issues.
• Bachelor's degree in Event Management, Business Administration, or related field preferred.