Office Administrator (Gaithersburg)
The Midtown Group, Gaithersburg, MD, United States
Office Administrator Job Description
Position Overview:
Join our dynamic team as the Office & Seminar Coordinator, playing a pivotal role in supporting operational excellence and educational mission. This full-time, on-site position offers an exciting opportunity to coordinate impactful seminars, manage key event logistics, and contribute to the seamless functioning of our office environment. The ideal candidate is highly organized, proactive, and excels in multitasking within a fast-paced, collaborative setting.
Key Responsibilities:
Seminar & Training Management
Serve as the primary liaison for the local training and education center, handling the planning and execution of 15–20 seminars annually across the U.S.
Coordinate all aspects of seminar logistics, including scheduling, registration, materials preparation, food & beverage arrangements, and speaker coordination.
Support both on-site and off-site seminars, including attending events as needed, often requiring extended workdays.
Maintain a master training calendar in collaboration with committee chairs, ensuring smooth scheduling and communication.
Manage registrar duties from start to finish, including issuing certificates of completion and tracking Continuing Education Credits (CECs).
Trade Show & Event Support
Act as the liaison for the presence at industry trade shows, managing planning, logistics, and deadlines.
Coordinate travel arrangements, lodging, materials, and booth setup.
Collaborate with marketing teams on promotional content and social media efforts for events.
Support event logistics and attend meetings to ensure successful execution.
Annual Conference Planning & Execution
Provide comprehensive administrative support for the annual conference, including venue coordination, vendor communication, registration, and material preparation.
Assist with on-site event logistics, registration desk management, and marketing efforts to ensure a professional experience for attendees.
Executive & Special Project Support
Support leadership with special projects, data management, and deadline tracking related to conferences and initiatives.
General Office Administration
Manage incoming calls, mail, and packages with professionalism.
Maintain organized digital and physical filing systems and office supplies inventory.
Oversee office security and IT services coordination, including communications with vendors like Dataprise.
Keep the workspace tidy and functional to promote a productive environment.
Assist with expense reporting, check logs, and occasional errands such as post office and banking visits.
Qualifications:
Minimum of 3 years of administrative or office coordination experience.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
Familiarity with QuickBooks is a plus but not required.
Excellent organizational skills with keen attention to detail and ability to prioritize effectively.
Strong written and verbal communication abilities.
Ability to maintain confidentiality and follow protocols diligently.
Proactive, resourceful, and capable of managing multiple projects independently and collaboratively.
Professional demeanor with a commitment to delivering exceptional customer service.
Flexibility to work longer hours on seminar days when necessary.
Valid driver’s license and willingness to travel occasionally.
Benefits & Career Development:
Competitive salary with comprehensive benefits including paid health and dental insurance, HSA, long-term disability, life insurance, personal leave, and a 401(k) retirement plan.
Opportunity to develop your event management and administrative skills within a reputable organization.
Collaborative work environment with room for growth and leadership development.
Work Schedule:
Full-time, 40 hours per week, on-site, Monday through Friday, 8:00 am – 4:30 pm, with a 30-minute lunch. Occasional longer days required around event days.
If you thrive in a fast-paced environment and are passionate about supporting professional development and organizational success, we encourage you to apply for the Office & Seminar Coordinator position and become a vital part of the team!
Position Overview:
Join our dynamic team as the Office & Seminar Coordinator, playing a pivotal role in supporting operational excellence and educational mission. This full-time, on-site position offers an exciting opportunity to coordinate impactful seminars, manage key event logistics, and contribute to the seamless functioning of our office environment. The ideal candidate is highly organized, proactive, and excels in multitasking within a fast-paced, collaborative setting.
Key Responsibilities:
Seminar & Training Management
Serve as the primary liaison for the local training and education center, handling the planning and execution of 15–20 seminars annually across the U.S.
Coordinate all aspects of seminar logistics, including scheduling, registration, materials preparation, food & beverage arrangements, and speaker coordination.
Support both on-site and off-site seminars, including attending events as needed, often requiring extended workdays.
Maintain a master training calendar in collaboration with committee chairs, ensuring smooth scheduling and communication.
Manage registrar duties from start to finish, including issuing certificates of completion and tracking Continuing Education Credits (CECs).
Trade Show & Event Support
Act as the liaison for the presence at industry trade shows, managing planning, logistics, and deadlines.
Coordinate travel arrangements, lodging, materials, and booth setup.
Collaborate with marketing teams on promotional content and social media efforts for events.
Support event logistics and attend meetings to ensure successful execution.
Annual Conference Planning & Execution
Provide comprehensive administrative support for the annual conference, including venue coordination, vendor communication, registration, and material preparation.
Assist with on-site event logistics, registration desk management, and marketing efforts to ensure a professional experience for attendees.
Executive & Special Project Support
Support leadership with special projects, data management, and deadline tracking related to conferences and initiatives.
General Office Administration
Manage incoming calls, mail, and packages with professionalism.
Maintain organized digital and physical filing systems and office supplies inventory.
Oversee office security and IT services coordination, including communications with vendors like Dataprise.
Keep the workspace tidy and functional to promote a productive environment.
Assist with expense reporting, check logs, and occasional errands such as post office and banking visits.
Qualifications:
Minimum of 3 years of administrative or office coordination experience.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
Familiarity with QuickBooks is a plus but not required.
Excellent organizational skills with keen attention to detail and ability to prioritize effectively.
Strong written and verbal communication abilities.
Ability to maintain confidentiality and follow protocols diligently.
Proactive, resourceful, and capable of managing multiple projects independently and collaboratively.
Professional demeanor with a commitment to delivering exceptional customer service.
Flexibility to work longer hours on seminar days when necessary.
Valid driver’s license and willingness to travel occasionally.
Benefits & Career Development:
Competitive salary with comprehensive benefits including paid health and dental insurance, HSA, long-term disability, life insurance, personal leave, and a 401(k) retirement plan.
Opportunity to develop your event management and administrative skills within a reputable organization.
Collaborative work environment with room for growth and leadership development.
Work Schedule:
Full-time, 40 hours per week, on-site, Monday through Friday, 8:00 am – 4:30 pm, with a 30-minute lunch. Occasional longer days required around event days.
If you thrive in a fast-paced environment and are passionate about supporting professional development and organizational success, we encourage you to apply for the Office & Seminar Coordinator position and become a vital part of the team!