Events & Administrative Specialist

Overview:

The Events & Administrative Specialistprovides administrative support for meetings, events, and trade shows through scheduling, documentation, registration management, record keeping, and system updates. Maintains event records, supports administrative processes, and assists with tracking activities to ensure information remains organized, accurate, and up to date. This is a full-time position paid bi-weekly on an hourly basis.

 

Life at Parkhill 

 

At Parkhill, Building Community is more than what we do. It’s how we work, grow, and make a difference together. We invest in our people so they can invest in one another and in the communities we call home. 

Join a team where your ideas matter, your growth is supported, and your work can have a lasting impact. From emerging professionals to experienced leaders, Parkhill offers opportunities to build a career with purpose. 

Parkhill is one of the largest architectural and engineering firms in the Southwest, with 16 offices located throughout Texas, New Mexico, and Oklahoma. 

Responsibilities:

• Assists with meetings, events, and trade show planning activities
• Prepares and maintains event documentation, attendee lists, materials, and supporting records
• Assists with registration processes, attendee communications, and event -related correspondence
• Supports onsite event activities and post-event documentation as needed
• Assists with event supply, shipping, and inventory records
• Maintains contracts, invoices, purchase requests, and budget documentation
• Assists with travel arrangements, meeting scheduling, and calendar management
• Organizes and maintains electronic and physical event files
• Prepares reports, presentations, agendas, and meeting materials
• Ensures event records and documentation are accurate, complete, and current
• Proactively tracks deadlines and follow up on action items
• Maintains Asana tasks, status updates, and project documentation
• Assists with Swoogo registration setup, attendee lists, event communications, and registration records
• Maintains event-related data, files, forms, and supporting documentation
• Tracks deadlines, action items, and event -related deliverables to support team activities
• Assists with data entry, reporting, and record keeping across event management systems
• Provides administrative support to the Events team and other stakeholders as needed
• Maintains templates, forms, and standard operating documentation
• Assists with follow-up activities and documentation related to meetings, events, and trade shows
• Supports process consistency through accurate record keeping and document management
• Collaborates with team members to identify upcoming administrative needs and coordinate timely completion of assigned tasks
• Other duties as assigned

Qualifications:

• Associate's or Bachelor's degree in business administration, hospitality, communications, or a related field preferred
• 3+ years of experience in administrative support, event support, hospitality, trade show support, or a related field
• Experience with Swoogo, Asana, or similar event registration and project management tools preferred
• Strong organizational and time-management skills
• Excellent written and verbal communication skills
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint
• Strong attention to detail and ability to maintain accurate records and documentation
• Ability to manage multiple priorities in a fast -paced environment

Benefits and Perks

We offer a comprehensive benefits program that supports the whole person. Our benefits include: 

• Life Balance: hybrid/flexible work schedules, flexible work environment, generous PTO, paid holidays.  

• Investing in Your Future Growth: specialized training, continuing education, professional licensing, intern development programs.

• Competitive Benefits: Multiple health plan options, FSA for dependent care, HSA contributions, employer 401k contribution, employer-paid basic life, employer paid short & long term disability, performance bonuses.        

• Well-Being: mental health care, culture committees, wellness program, charitable giving match.