Administrative Assistant

JOB DESCRIPTION: ADMINISTRATIVE ASSISTANT

At Cerbelli Creative, our team of producers, designers, and entertainment experts is responsible for managing over 80 high-end live events each year. The Administrative Assistant (AA) will be part of the Central Office, reporting to the Managing Director (MD). The AA will support all the central office’s needs, as well as numerous projects and financial tasks provided by the MD. This role also works very closely with the Founder / CEO, supporting them as needed on various tasks.

This role primarily entails daily administrative tasks, office/building support, and strong bookkeeping duties. The ideal candidate will be part of Cerbelli Collective’s core central office, helping support the success of our work and events, as well as supporting the growth of the brands (https://www.cerbellicollective.com/brands).

The ideal individual must be selfless and a strong multitasker who enjoys working within a small, dynamic environment that is fast-paced and demanding. They will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

They will have the ability to work independently on projects, but also amongst various teams, and must be able to work under pressure at times to handle a wide variety of activities, as well as confidential matters with much discretion. The AA should have meticulous attention to detail, and a strong financial understanding is a must (i.e., AR, AP, invoicing, bookkeeping, etc.).

Please note: This role is NOT for anyone looking to get into the events industry. This role strictly supports the central offices and daily operations of all Cerbelli Collective brands. There are no opportunities to move into event-related roles.

Most importantly, this role requires a courteous, positive, and high-energy individual with great people skills.

We value hard work, and we want to have fun doing it.

Responsibilities include, but are not limited to:

• Supporting the MD and CEO with various daily assignments and projects
• Ability to jump in as required, to support a fast-paced events team
• Send new vendors the onboarding form link and ensure completion
• Handle organization of all w2, 1099, and legal paperwork work for employees, vendors, and clients, as required
• Serve as the first point of contact for visitors and ensure a professional, polished experience from arrival to departure
• Help maintain a well-presented and orderly office environment
• Support the Logistics Manager with coordinating travel arrangements and accommodations for US and international travel
• Support the preparation of expense reports, invoices, and administrative documentation
• Provide general support to the executive team and assist with ad hoc administrative projects
• Oversee daily office operations, including deliveries, coordinating, and placing orders for supplies for multiple facilities, in a collaborative effort alongside the Venue Manager
• Assist with financial reporting and accounts payable/receivable
• Creative Invoices for clients and assist with AP for vendors
• Assist with payroll reporting, reimbursements, and reconciliation
• Assist with credit card reconciliation
• Assist and participate in marketing and venue promotions
• Be available for after-hours emergencies, should they arise
• Perform other duties as assigned by the MD & CEO
• Other duties as directed and required

Qualifications:

• At least 3 years of experience working in a similar role
• Proven track record of working on multiple complex projects
• Strong eye for the details!
• Strong BOOKKEEPING background with experience in QuickBooks and Excel is needed
• Able to balance organizational tasks and workload
• Clear communicator who can turn ideas into actionable plans
• Experience in events or hospitality is a plus
• Ability to work in a fast-paced environment and handle multiple projects simultaneously, while maintaining a strong attention to detail & accuracy
• Ability to use good judgment, prioritize work & complete projects promptly
• Proficient in using the latest versions of Microsoft 365
• Core Skills: Excellent verbal and written communication, and the ability to work independently with minimal supervision
• Detail-oriented with strong organizational and problem-solving skills
• Subject to wet floors, temperature extremes, and excessive noise
• Ability to work long days
• Ability to work evenings, weekends, holidays, long days, and/or 6-day workweeks, when required, based on the overall needs of all businesses
• Requires occasional lifting of up to 40 pounds, 10 pounds frequently
• Subject to background checks, depending on the various projects

Technical Knowledge:

• Microsoft 365 (Outlook, Excel, etc.)
• QuickBooks
• Dropbox
• Slack / MS Teams
• Monday.com

Personal Attributes:

• Creative and excited about brainstorming new and innovative events, themes, and designs
• Excellent verbal and written communication skills
• Must be a creative, detail-oriented, “People Person” capable of working on multiple projects simultaneously
• Must be team-oriented, outgoing, and extremely motivated
• Flexibility, patience, and an ability to deal diplomatically with any situation.
• Ability to interact with internal & external customers in a friendly & professional manner
• Hospitality and customer service mindset with a desire to serve
• Understands prioritizing the “needs of the business,” “common good leadership,” and a basic “code of ethics” while conducting business

Due to the nature of this position and its overall responsibilities to the team and clients, this role requires working five (5) workdays per week, with an optional work-from-home every Friday. Hours of operation are 8:00 am to 6:00 pm with a one-hour lunch break, totaling approximately 45-hours per week, on average.

Attention to the smallest detail ensures that every event we produce, every design we create, and every room inside our building reflects the unmistakable Cerbelli Creative feel and the evolving vision of the Cerbelli Collective brand.

This job description is not all-inclusive.

Cerbelli Creative reserves the right to amend it at any time.

EOE/AA/M/F/Vets/Disabled

Compensation

• $76,700 Annually (this is a set rate)
• End-of-Year Bonus
• MacBook Provided
• Vacation/PTO, Sick Days, Holidays, & Office Closures (40+ Days Annually)
• Eligibility for Healthcare and 401 (k) (with a company match up to 3.5%) after an introductory period
• Bi-Weekly Payroll