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Office Administration Manager
Folsom, CA

Office Administration Manager
Folsom, CA

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Company Profile

ConferenceDirect is one of the worlds leading event management and hospitality services firms. We help clients save time and money by securing the best hotel accommodations, meeting space, conference venues, and hospitality services available at the most favorable terms possible. For more than 20 years, weve been passionate about achieving better results for our clients.

Job Summary

The position of Office Administration Manager is open within our Finance and Operations division located in Folsom ,CA.

The ideal candidate is an energetic, forward-thinking and creative individual with high ethical standards and an appropriate professional image. This role will report to and work in tandem with the Assistant to the CEO in coordinating and organizing various aspects of ConferenceDirect meetings and events, as well as providing office management and administrative support to Executives from our Folsom office. The candidate must possess excellent organizational and leadership skills, have the ability to learn technology quickly, address a variety of issues as they arise, and have the ability to communicate intelligently and effectively. The position entails considerable interaction with clients, team members, and other departments within ConferenceDirect. Although limited, some travel may be required.

Job Responsibilities

• Serve as first point-of-contact in the office welcoming guests and assisting them with any issues they may have

• Pickup and distribute mail daily

• Set up new employees with technology and workspace, communicating with vendors to order any needed supplies and set up user accounts

• Manage the inventory of office, technology, and break room supplies, restocking and keeping areas neat and organized

• Remotely coordinate monthly corporate events and trainings across the country via tasks including:

o Invitation Creation

o RSVP Tracking

o Serving as liaison between the trainers and the hotel team to coordinate event requests

o Managing food and breaks, allergies, rooming lists, schedule, transportation, AV and technology requirements

o Communicating with partners, associates, and customers, serving as the main event contact

o Creating necessary documents

o Ordering, preparing and mailing meeting materials

o Creating and tracking pre and post-event surveys

o Coordinating vendors

o Post-event Gifts

o Occasional travelling to the events on-site, when deemed necessary

• Create and maintain databases, including but not limited to: telephone directories, registration lists, passwords, contact lists, distribution lists, birthday lists, anniversary lists, and top producer lists

• Assist the President & COO with various tasks including database updates, calendars, mailing, expense tracking, and booking of restaurants, hotels, and flights

• Create, brand, update and manage various documents using Excel, PowerPoint, Word, Canva, Paperless Post and Constant Contact on an ongoing basis

• Handle internal office issues when they arise, such as Wi-Fi, printer,and/ or other technology breakdown

• Coordinate vendors for items such as office maintenance/repair, fire extinguisher servicing, and evening cleaning crew

• Serve as liaison with property management to handle office issues when they arise

• Serve as the main point of contact for any office or company-related questions/requests for Folsom employees

• Serve as the main point of contact for phone calls to our finance/IT general inquiry line

• Assist in planning and coordinating local department events/outings

• Coordinate and execute multiple heavy mailing projects (1,000+ individual recipients)

• Assist in updating, stocking, and selling custom Marketing Sales Collateral

• Support executives with miscellaneous projects and assignments as requested

• Think strategically about new and innovative ways of servicing our office needs


. Requirements:


  • Bachelors degree or equivalent practical experience
  • 2+ years of experience in an office environment handling complex issues
  • Hotel experience preferred

Key Skills

  • Strong written and verbal communication skills
  • Service-oriented and positive attitude
  • Extremely high attention to detail
  • Ability to break down complex activities and long task lists into attainable project tasks to hit deadlines and keep the office running smoothly
  • Ability to confidently lead in a team environment
  • Multiple years of experience working with Microsoft Office Suite
  • Initiative to develop and improve efficiency and quality of processes

Disclaimer: This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an at will relationship.

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