Event Administrative Associate

The Events Administrative Associate supports the Producer team at World 50 Group by managing core administrative and team processes, including submitting invoices, reviewing contracts, pulling budget and financial reports, and entering and maintaining data in Salesforce. This role works closely with Finance, Account Management, and Data teams to ensure accurate reporting, smooth contract workflows, and reliable vendor management.

This is a full-time role for someone who values efficiency, accuracy, and collaboration. The associate will use Google Suite (including Google Sheets tables and formulas) and emerging GenAI/LLM tools to improve procurement, budgeting, and administrative workflows. Candidates with an MLIS and/or paralegal background who are looking for a more creative, cross-functional environment are encouraged to apply.

 

The role also supports senior Product leaders with targeted research and administrative projects, such as identifying topic-specific conferences and sourcing potential guest contact information. Success in this position requires strong attention to detail, comfort working with data, and the ability to improve processes across multiple systems.

The ideal candidate is operationally minded, business-savvy, and motivated to improve systems. They are organized, curious, and capable of supporting the planning and execution of corporate meetings while delivering meaningful impact for both the organization and its members.

Responsibilities

• Oversee and review contracts to ensure alignment with company policies; manage the contract lifecycle, from reviewing external agreements to drafting and executing internal agreements.
• Process and manage invoices and related business records, ensuring accuracy and timely completion.
• Maintain and update records within our core systems (Salesforce experience highly valued, Google Suite knowledge, including Google Sheets formulas and tables, required), ensuring high data accuracy and consistency. 
• Pull and analyze simple reports on budget accruals, vendor spending, and financial data to support decision-making.
• Liaise with external vendors and agencies, managing relationships and ensuring alignment with budget and schedule requirements.
• Use analytical creativity to solve challenges, proposing innovative solutions and process improvements.
• Lead project management efforts, coordinating internal stakeholders, meeting deadlines, and overseeing budget spend.
• Contextualize and apply the impact of global and local events on business audiences to administrative tasks when necessary.

 

Who is this role NOT for?

• Supply chain, manufacturing, warehouse, or floor operations work.
• Physical event logistics, onsite event production, or vendor load-in/load-out responsibilities.
• Highly technical data science, engineering, or software development positions.
• Customer-facing sales, account management, or client ownership roles

 

Qualifications

Education/Experience

• Minimum of six (6) years in administrative roles, preferably within corporate, business, academic, or government environments.
• High school diploma or equivalent required.
• Preferred but not required: experience in project management or work in complex corporate environments, public organizations (such as libraries or higher education institutions), or large non-governmental organizations.

Personal Skills

• Exceptional attention to detail, with the ability to identify and resolve inconsistencies while managing, prioritizing, and completing multiple projects efficiently.
• Strong analytical skills combined with a creative approach to problem-solving.
• Proficient in computer and analytical tools, including Salesforce, Google Suite, Microsoft Office, and other operational platforms. Experience with GenAI and LLMs prompt creation is a plus.
• Demonstrates poise and professionalism under pressure.
• Strong work ethic with persistence, resourcefulness, and the ability to take ownership of responsibilities, working proactively and independently.
• Committed to maintaining superior quality and service standards.

Skills in Role

• Assist in developing and implementing procurement processes and procedures to enhance efficiency and effectiveness.
• Maintain confidentiality of sensitive information related to contracts, finances, and vendor relationships.
• Prepare and present reports on procurement activities and key performance indicators to management

Team Expectations

• Develop and maintain strong working relationships with in