Administrative Assistant and Events Coordinator

Smarter, Better, Now.

ADB SAFEGATE's functional teams are integral to powering innovation and ensuring operational excellence across the organization.

The Opportunity....

The Administrative Assistant & Events Coordinator supports key employee and business operations across travel and expense administration, corporate credit cards, tradeshow coordination, and office reception.

This position serves as a primary resource for employees and leaders navigating business travel, SAP Concur Travel & Expense, corporate card requirements, and related company policies. The role also serves as the internal coordinator for ADB SAFEGATE's tradeshow program, partnering with the company's external tradeshow resource and collaborating with Sales, Marketing, vendors, event organizers, and other stakeholders to support effective event planning and execution.

The position also provides scheduled front desk coverage for the Columbus office, helping create a professional and welcoming experience for employees, customers, vendors, candidates, and other visitors.

This role is well suited for someone who is highly organized, service-oriented, detail-focused, and comfortable coordinating multiple priorities and stakeholders. Success requires strong follow-through, sound judgment, and a willingness to take ownership of issues through resolution.

You will make an impact by...

• Travel, Expense & Concur Administration

• Serve as a primary point of contact for employee questions related to business travel, SAP Concur Travel & Expense, and expense reporting.

• Assist employees with navigating SAP Concur and resolving expense-report issues, errors, missing information, documentation requirements, and other exceptions.

• Provide day-to-day guidance regarding Travel & Expense policies and procedures, including reimbursable expenses, meals, receipts, documentation, and other requirements.

• Assist employees with travel reservations, travel agency issues, changes, and other challenges that arise during the business travel process.

• Support questions involving corporate rental vehicle arrangements and other established travel programs.

• Coordinate with employees, managers, Finance, travel providers, and other stakeholders to resolve travel and expense issues.

• Escalate issues when necessary and follow them through resolution.

• Identify recurring questions and opportunities to improve employee guidance, communications, training, and self-service resources.

• Serve as a resource for company credit card questions and servicing needs.

• Assist employees with card-related issues, including replacement cards, transaction questions, and expense reconciliation challenges.

• Provide guidance regarding appropriate corporate card usage and required expense documentation.

• Coordinate with card providers and appropriate internal contacts when an issue requires additional support or escalation.

• Help resolve issues spanning corporate cards, travel, SAP Concur, and expense reporting.

• Support communications and reference materials related to company card requirements and processes.

• Tradeshow & Event Coordination

• Serve as the internal coordinator for ADB SAFEGATE's tradeshow program, working in partnership with the company's external tradeshow resource.

• Maintain the tradeshow calendar and track key milestones, deadlines, requirements, and deliverables for upcoming events.

• Coordinate with Sales, Marketing, event organizers, vendors, and other internal and external partners throughout the event planning process.

• Support exhibitor registrations, booth requirements, show services, shipping, vendor coordination, lead retrieval, promotional materials, giveaways, and other event logistics.

• Coordinate the preparation and availability of booth assets, collateral, promotional items, and other materials required for each show.

• Provide participating employees with relevant event information, deadlines, logistics, and resources.

• Monitor outstanding requirements and proactively follow up with responsible stakeholders to keep event preparations on schedule.

• Support post-show activities, including return logistics, lead handoff, vendor follow-up, and event documentation.

• Maintain organized event records, vendor information, contacts, timelines, and supporting documentation to ensure continuity from one event to the next.

• Identify opportunities to standardize, simplify, and improve tradeshow planning and execution processes.

• Front Desk & Office Support

• Provide scheduled front desk coverage for the Columbus office.

• Welcome customers, vendors, candidates, employees, and other visitors in a friendly and professional manner.

• Assist visitors in connecting with the appropriate employee or department.

• Support incoming calls, deliveries, mail, and other routine front desk needs.

• Maintain a professional, organized, and welcoming reception environment.

• Provide general office coordination support as needed during front desk coverage.

• Handle visitor and business information professionally and with appropriate discretion.

• Program Administration & Continuous Improvement

• Develop and maintain FAQs, instructions, checklists, presentations, process documentation, and other resources supporting assigned programs.

• Support communication of policy and other business processes.

• Maintain accurate and organized records across assigned responsibilities.

• Identify recurring questions, administrative challenges, and process gaps.

• Recommend and implement practical process improvements that simplify processes, improve employee self-service, and reduce recurring issues.

• Build effective working relationships across all departments, employees, vendors, and external service providers.

The talent we want to inspire has...

• Strong organizational skills with the ability to coordinate multiple priorities, deadlines, and stakeholders.
• Excellent attention to detail and commitment to accuracy.
• Strong customer-service mindset and ability to work effectively with employees at all levels of the organization.
• Excellent written and verbal communication skills.
• Strong problem-solving skills and willingness to take ownership of issues through resolution.
• Ability to interpret policies and processes and communicate requirements in clear, practical terms.
• Ability to coordinate effectively with vendors and external service providers.
• Strong follow-through and ability to proactively identify and address outstanding needs.
• Sound judgment and discretion when handling employee, financial, visitor, and business information.
• Ability to work independently while recognizing when an issue requires escalation.
• Comfortable working in a role that combines structured program responsibilities with changing day-to-day needs.

This would be a plus but not a must!

• Experience supporting travel, expense reporting, and other administrative tasks.
• Familiarity with SAP Concur or a similar travel and expense management platform.
• Experience coordinating tradeshows, conferences, corporate events, or vendor-managed events.
• Familiarity with Microsoft 365 applications.

Whats on offer

We value you and your contribution in the business. Recognizing and rewarding the impact you make is important to us.

• In return we offer a competitive salary/ benefits
• The opportunity to develop your career. We love to upskill and promote our staff; theres nothing better than to see someone gain a strong sense of pride and accomplishment.
• A great flexible working culture with company values and behaviors that help shape your development and lead to success for you and the Company.
• An international environment with opportunities to collaborate with colleagues in different countries around the globe.

If you want to join a global business and enjoy being a team player whos driven and passionate, then this is your opportunity to come on board by applying.

What to learn more about working at ADB SAFEGATE then check out our Careers website https://adbsafegate.com/about/career/