Production Administrative Assistant

Key Responsibilities:

 Provide day-to-day administrative support to the Production team.

 Coordinate and book domestic and international flights, hotels, and ground

transportation for production crews and project personnel.

 Manage travel itineraries and ensure all travel arrangements align with project

schedules and budgets.

 Support exhibition load-in and load-out logistics by coordinating crew travel and

accommodation requirements.

 Maintain accurate travel records and assist with travel-related expense tracking.

 Support the production invoicing process by collecting supplier invoices, verifying

documentation, tracking approvals, and preparing invoices for processing.

 Liaise with suppliers, freight partners, venues, and internal departments to ensure

timely communication and documentation.

 Maintain production schedules, contact lists, and project files.

 Prepare purchase orders, administrative reports, and other production documentation

as required.

 Assist with vendor onboarding and maintain supplier information.

 Monitor shared inboxes and respond to production-related administrative requests.

 Provide general administrative support before, during, and after exhibition

installations.

Skills and Qualifications:

 Associate's degree or Bachelor's degree in Business Administration, Event

Management, or a related field, or equivalent work experience.

 2+ years of experience in an administrative, production, events, or project support

role.

 Experience coordinating travel arrangements and logistics is preferred.

 Experience supporting invoicing or accounts payable processes is an advantage.

Competencies

 Excellent organizational and time management skills.

 Strong attention to detail and accuracy.

 Ability to manage multiple priorities and meet deadlines.

 Strong written and verbal communication skills.

 Proficiency in Microsoft Office Suite, particularly Excel, Outlook, and Word.

 Experience with ERP, accounting, or project management systems is desirable.

 Ability to work independently while collaborating effectively with cross-functional

teams.

 Professional, customer-focused approach with strong problem-solving skills.

Pay: $20.00 per hour

Benefits:

• Dental insurance
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Paid time off
• Vision insurance

Work Location: In person