Note: The job is a remote job and is open to candidates in USA. RockForce is a leading company in the live events industry, providing integrated event production and workforce solutions. The Administrative Assistant role involves supporting the Operations team by coordinating schedules, maintaining records, and assisting with various administrative tasks to ensure efficient daily operations.
Responsibilities
- Provide day-to-day administrative support to Operations leadership
- Maintain organized electronic filing systems and operational documentation
- Prepare reports, spreadsheets, presentations, and other business documents
- Assist with document creation, formatting, proofreading, and distribution
- Coordinate internal communications and follow up on administrative action items
- Schedule conference calls, virtual meetings, and meeting rooms as needed
- Manage calendars for assigned Operations leaders
- Schedule meetings, interviews, and recurring team meetings
- Coordinate meeting logistics, invitations, agendas, and supporting materials
- Track important deadlines, appointments, and recurring events
- Assist with travel arrangements and expense documentation when applicable
- Maintain accurate operational spreadsheets, databases, and tracking logs
- Enter, update, and verify information within company systems
- Assist with compiling recurring operational reports
- Organize data for leadership review and presentations
- Review information for completeness and notify leadership of missing or inconsistent data
- Support administrative coordination of operational projects
- Track assignments, meeting follow-ups, and due dates
- Assist with organizing project documentation and shared resources
- Coordinate information between departments to ensure timely communication
- Help prepare materials for meetings, presentations, and operational reviews
- Answer and route phone calls, emails, and other communications professionally
- Assist with ordering office supplies and operational materials as needed
- Support onboarding paperwork and administrative coordination for new hires
- Maintain confidentiality when handling employee and company information
- Perform other administrative duties as assigned
Skills
- High school diploma or equivalent
- 2+ years of administrative support experience
- Strong proficiency in Microsoft Office (Excel, Outlook, Word, PowerPoint)
- Experience with Google Workspace
- Excellent organizational and time management skills
- Strong written and verbal communication skills
- High attention to detail and accuracy
- Ability to prioritize multiple tasks in a fast-paced environment
- Ability to handle confidential information with professionalism
- Experience supporting operations, logistics, construction, staffing, or field service teams
- Experience using project management or collaboration tools such as Smartsheet, Monday.com, Asana, or Airtable
- Experience preparing reports and working with spreadsheets
- Familiarity with scheduling software and calendar management
Company Overview