Administrative Assistant

Image Engineering Special Effects - Baltimore, MD

Full-time - Entry Level

Baltimore, MD

Motion Picture and Sound Recording Industries

About the position

The Administrative Assistant at IMAGESFX plays a crucial role in supporting the Director of Touring Operations and Project Managers in the live event industry, particularly in special effects for concerts and large-scale events. This position involves managing project operations, assisting with budgeting, contracting, invoicing, and maintaining databases to ensure smooth project execution. The role requires attention to detail, effective communication, and the ability to thrive in a fast-paced environment.

Responsibilities

• Draft initial budget structures and assist in budget iteration as requested.
• Draft initial contracts/change orders and assist in contract iteration as requested.
• Draft initial invoicing schedules and assist in generating invoices via accounting platform as requested.
• Serve as database master for Monday.com and OneDrive, populating initial information and managing updates.
• Manage all IMAGESFX merchandise and tour swag purchases.
• Manage all IMAGESFX subcontractor birthday/holiday cards and gifts.
• Draft and maintain project operations databases with purchasing and hazmat trucking paperwork.
• Actively track and record all purchasing expenses in real-time.
• Actively track and record all freight/shipping expenses associated with purchasing in real-time.
• Support tracking of all consumable inventory stores in Baltimore Warehouse, Vegas Warehouse, and with international partners.
• Collaborate with Project Manager(s) and Touring Crew Manager to book travel for tour preps.
• Communicate with subcontractors regarding logistics for prep.
• Support Touring Crew Manager with recruiting, onboarding, and project hire tasks.
• Support Touring Crew Manager in the development and execution of technician trainings.

Requirements

• Bachelor's degree
• Detail-minded and highly focused to demonstrate accuracy and thoroughness
• Flexibility to work in a fast-paced environment with challenging and changing demands
• Able to actively listen and communicate professionally and effectively
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• 18 years of age or older
• Able to pass a background check

Benefits

• Health Insurance
• Dental Insurance
• 401(k) Plan
• Paid Time Off (PTO)