Event and Administrative Coordinator (Temporary)

Event and Administrative Coordinator (Temporary)

WORK AUTHORIZATION

Applicants must be authorized to work in the United States on a full-time basis. SMA America does not offer employment visa sponsorship of any kind, including H-1B, OPT, CPT, or TN visas. Candidates who currently require or will in the future require visa sponsorship are not eligible for this role. Candidates operating under a temporary work permit or any visa-tied employment authorization are also not eligible.

AI-GENERATED APPLICATION MATERIALS

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RECRUITMENT FRAUD NOTICE

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PURPOSE OF THE POSITION

The Event and Administrative Coordinator supports the Large Scale Business Team by managing event planning and general administrative operations. This position coordinates industry conferences, trade shows, customer engagements, and business development events end to end, and provides administrative support to the Large Scale Business Management Team. This is a temporary assignment expected to last up to one year, engaged through a third party staffing agency.

PRIMARY DUTIES / RESPONSIBILITIES

Event planning and coordination

- Maintains and tracks industry conferences, trade shows, customer engagements, and business development events.

- Coordinates logistics for industry events and workshops, including registrations, badges, travel, hotel accommodations, transportation, catering, and exhibitor requirements.

- Serves as the primary liaison with event organizers and vendors to ensure timely and successful event execution.

- Travels to support events approximately twice per year, currently CleanPower in May or June and RE+ in November, at approximately four days each.

Guest and stakeholder management

- Manages invitation lists, registrations, and attendee tracking.

- Coordinates communications with internal teams, customers, partners, and event participants.

- Monitors attendance and provides follow up support to ensure a positive attendee experience.

Financial and administrative support

- Supports purchase orders, invoice processing, budget tracking, billing coordination, and expense management related to events.

- Maintains accurate event records and documentation.

- Provides administrative support to the Large Scale Business Management Team, including coordinating meetings, arranging travel, assisting with expense report processes, and managing special projects as needed.

- Leverages AI powered tools to improve productivity, streamline workflows, and automate routine tasks that support business operations and decision making.

- Other duties as may be required or assigned.

REQUIRED QUALIFICATIONS

- Minimum of three years of experience coordinating corporate events, conferences, trade shows, or similar programs.

- Strong organizational, project management, and communication skills.

- Ability to manage multiple priorities in a fast paced environment.

- Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.

- Proficiency with Adobe Acrobat.

- Proficiency in the English language, both written and verbal.

- Demonstrated professionalism, accuracy, and the ability to work independently.

PREFERRED QUALIFICATIONS

- Associate's degree or equivalent.

- Experience with Concur or a similar travel and expense management system.

- Experience supporting a senior leadership or executive team.

- Experience coordinating vendor contracts and budgets.

- Experience in the renewable energy or technology industries.

OTHER SPECIALIZED SKILLS

- Ability to work effectively across internal stakeholders, customers, vendors, and event partners.

- Ability to work independently while managing multiple projects, deadlines, vendors, and budgets concurrently.

- Extent of responsibility: Regional.

- Required language proficiency: English.

WE OFFER

- Compensation: $28.85 to $36.00 per hour, dependent on experience and qualifications.

- Work Model: Hybrid, based at our Rocklin, CA headquarters, onsite Tuesdays and Thursdays. Candidates must be local to the greater Sacramento area.

- Travel: Approximately two events per year, four days each.

- Assignment length: Temporary, up to one year.

- Target start date: Monday, August 24.

- Inclusive, collaborative, and innovative work environment.