Position Purpose

The Administrative & Office Assistant is a dual role involving administrative assistant to the CEO / CFO and office management responsibilities. The component of this position is responsible for overall front office activities, acting as Administrative Assistant to senior management, organizing staff activities, handling purchasing requests, and facility management of the office suite and building compliance. The ideal candidate is an independent, action-oriented individual with sincerity and integrity, capable of possessing confidential information about our business and management. Effective, pro-active, customer service oriented, and willing to be a change agent.

Essential Duties and Responsibilities

Specific duties and responsibilities include the following but the individual will also be expected to perform all the duties necessary which are customarily performed by a person holding this position. Management reserves the right to alter or amend the job description, responsibilities and compensation at their sole discretion at any time. Other duties may be assigned:

Key Administrative Responsibilities

• Maintain the CEO / CFO calendars (organize meetings, communicate updates, etc..) 
• Organize and schedule appointments and meetings and assists senior management with inhouse and outside meetings setup.
• Handling and booking travel agendas and itineraries for senior management (airfare, hotels, transportation).
• Preparing senior management’s monthly expense reports as per company policy.
• Plan meetings and take minutes and notes.
• Assist in preparation of regularly scheduled reports.
• Develop and maintain a filing system. 
• Special projects as assigned by the CEO or the CFO.

Key Office Management Responsibilities

• Answering and direct the office phone and meet delivery staff.
• Direct or assist in planning company events.
• Responsible for management of the office, which includes but not limited to building management communication, safety training, etc. 
• Handles office furniture and equipment maintenance including copiers, etc. 
• Responsible for the facilities day-to-day operations (such as distributing building access keys and back-up to security access cards, etc.) 
• Supervises and coordinates overall administrative and office activities. 
• Ensure efficiency and professional environment by supervising housekeeping of office facilities. 
• Responsible for arranging internal office moves as directed by the CFO. 
• Negotiates the purchase of office supplies and furniture, office equipment, etc., for the entire staff in accordance with company purchasing policies and budgetary restrictions.
• Participates as needed in special department projects as directed by the CEO / CFO

Knowledge and Abilities 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed here are representative of the knowledge, skill, and ability required. Under the ADA, reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Ability to be present in the office
• Ability to pass a background check and drug screening test

Education

• Ideally 3+ years’ experience working with and supporting Executives and Senior management. 
• BA or equivalent years of relevant experience in Business or Communications.

Qualifications & Work Experience

• Trustworthy personality with a high degree of confidentiality.
• Highly skilled in communication, both written and verbal.
• Analytical skills.
• Planning and execution skills.
• Ability to work strategically and collaboratively across and up and down the organization.
• Methodical skills to facilitate processes, and assessment skills .
• Project Management experience is a plus. 

Computer Skills

To perform this job successfully, an individual should have knowledge of:

• Microsoft Office Suite including Excel, Word, and PowerPoint. 
• Experience with project management tools (ex. SharePoint, Smart Sheets, MS Project).

Physical Demands

The physical demands listed here are representative of those that must be met by an employee to successfully perform the essential functions of his/her job. Under the ADA, reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Ability to work long hours on-site during shows. 
• Ability to sit, stand, walk up and down stairs, crouch, stoop, and reach. 
• Ability to lift up to 25 lbs. 
• Ability to travel to shows when needed. 

Work Environment

The work environment characteristics listed here are representative of those an employee encounters while performing the essential functions of the job. Under the ADA, reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Basic office environment
• Basic trade show environment

The above statements are intended to describe the general nature and level of work being performed by an individual assigned to this position.  They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified.  Messe Frankfurt, Inc. reserves the right to modify this job description at any time.

Position Purpose

We are seeking a dynamic and experienced Conference & Program Specialist to join our team. In this role, you will play a pivotal role in the planning and execution of conferences, special events, and educational programs that add significant value to our trade shows. Your primary objective will be to create immersive and profitable experiences for both visitors and exhibitors, while also fostering community engagement within the industries we servet.

Essential Duties and Responsibilities

The ideal candidate is an independent action oriented individual comfortable working in a multicultural team environment, with sincerity and integrity, and capable of possessing confidential information about our business and employees. Effective, pro-active and action-oriented, customer service oriented, and willing to be a change agent.

Conferences/Feature Areas:

• Create and deliver profitable conferences, special events, show floor experiences, training sessions, and educational experiences that visitors and exhibitors’ value.
• Create a call for papers to identify potential speakers.
• Establish and manage an Advisory Council(s) for each show. 
• Develop education outlines, set schedules, and timelines.
• Select, coordinate, communicate and confirm all speakers and/or collaborative partners for special feature areas.
• Create session titles, and descriptions, collect photos, bios, and other necessary items for marketing purposes.
• Collect and review all presentations submitted to ensure they meet MFI standards.
• Coordinate speaker/advisory council travel/registration arrangements. Provide any hotel or travel details to the Operations Manager.
• Recommend marketing and promotional strategies to the Marketing Director. 
• Provide complete conference schedule, feature area descriptions/full details to the Marketing Director for signage, social media, print, digital marketing and more.
• Identify and confirm the room set, AV, and food and beverage needs with the Operations Manager. 
• Conduct evaluations of conferences and special feature areas, incorporating results into future plans.
• Create a strong relationship with the industries we serve. • Manage logistics for presentation and delivery of programs, webinars, and feature area content.
• Identify and develop feature areas for each show to attract new visitors and generate buzz. 
• Collaborate with the Marketing Director to create a comprehensive registration process. Work with a contracted registration company to ensure the plan is executed. 
• Manage the Industry Awards programs from start to finish.
• Manage the VIP Lounge Experience (if applicable).
• Develop independent educational opportunities in the opposite year of the shows, extending the exposure for the trade show year. 
• Be creative and continually strive to elevate the conferences and programs at all of the technical-based shows.
• Collaborate with the Show Manager/Director on the overall concepts for the shows to ensure we exceed expectations.

Cultivate Industry Communities:

• Develop a community communication roadmap to produce an increased industry following for the show and the educational programming. 
• Convert session content into community engagement via social media and other media platforms to generate more involvement from targeted industry sectors. 
• Collaborate with the Content Specialist to generate copy to elevate the community platforms

Knowledge and Abilities 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed here are representative of the knowledge, skill, and ability required. Under the ADA, reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Ability to be present in the office
• Ability to pass a background check and drug screening test

Education

•  BA in Marketing or BA/BS Management

Qualifications & Work Experience

• 4+ years of conference management experience.
• Strong communication, and presentation skills. 
• Goal-oriented, flexible, and creative under pressure, often while juggling several projects at once. 
• Expert knowledge of current conference management trends. 
• Strong leadership skills and ability to motivate industry volunteers. 
• Should have strong planning, research, and organizational skills. 

Physical Demands

The physical demands listed here are representative of those that must be met by an employee to successfully perform the essential functions of his/her job. Under the ADA, reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Ability to work long hours on-site during shows. 
• Ability to sit, stand, walk up and down stairs, crouch, stoop, and reach. 
• Ability to lift up to 25 lbs. 

Work Environment

The work environment characteristics listed here are representative of those an employee encounters while performing the essential functions of the job. Under the ADA, reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Basic office environment
• Basic trade show environment

The above statements are intended to describe the general nature and level of work being performed by an individual assigned to this position.  They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified.  Messe Frankfurt, Inc. reserves the right to modify this job description at any time.

Position Purpose

The Human Resources / Office Administration Assistant is a dual role involving some human resources and all office management responsibilities. This role is responsible for performing some HR-related duties on a professional level in the following HR functional areas; employee relations, onboarding, policy development and implementation, recruitment/training and employment law compliance, and filing. The office manager component of this position is responsible for overall front office activities, act as an Administrative Assistant, purchasing requests, and facility management of the office suite and building compliance.

Essential Duties and Responsibilities

Key Human Resource Responsibilities

• Develops and builds hiring processes for all exempt and nonexempt personnel, students, interns, and temporary employees. Leads sourcing and recruiting initiatives to leverage networking and employee referrals. Extends job offers.
•  Assists managers and staff with employee relations matters, coordinates employee information, understands employee issues, and provides an entry point to Senior Management for issue resolution. 
• Ensure job descriptions are kept current and updated as necessary. 
• Handles employee relations counseling, outplacement counseling, and exit interviewing. 
• Responsible for maintenance of all human resource records/files and compliance thereof. 
• Review employee handbook annually. 
• Develop appropriate policies and programs for effective management of the people and resources of the organization. Included in this area but not limited only to the following would be programs for employee relations, sexual harassment/discrimination, employee complaints, career development, and leadership. 
• Administers various human resource plans and procedures for all company personnel; assists in the development and implementation of employee handbook and personnel policies and procedures, in conjunction with senior management. 
• Maintains company organization charts and the employee directory

Key Office Management Responsibilities

• Answers all mainline telephone calls.
• Perform general office administrative tasks, including mailing functions, organizational projects, purchase orders, producing and distribute sales reports, timelines, and general record keeping.
• Checks incoming mail daily and distributes to the office. Prepares outgoing mail using an online postage system and FedEx. 
• Participates as needed in special department projects. 
• Supervises and coordinates overall administrative and office activities. 
• Supervises the maintenance and alteration of office areas and equipment, as well as layout, arrangement, and housekeeping of office facilities. 
• Negotiates the purchase of office supplies and furniture, office equipment, etc., for the entire staff in accordance with company purchasing policies and budgetary restrictions.

Knowledge and Abilities 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed here are representative of the knowledge, skill, and ability required. Under the ADA, reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Ability to be present in the office
• Ability to pass a background check and drug screening test

Education

• 4+ years’ experience working with and supporting Executives and Senior management 
• BA minimum, MBA preferred or equivalent years of relevant experience in Business or Communications.

Qualifications & Work Experience

• Highly skilled in communication, both written and verbal.
• Analytical skills.
• Planning and execution skills 
• Ability to work strategically and collaboratively across and up and down the organization. 
• Methodical skills to facilitate processes and assessment skills.
• Experience in an HR role with Project Manager experience is a plus. 

Physical Demands

The physical demands listed here are representative of those that must be met by an employee to successfully perform the essential functions of his/her job. Under the ADA, reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Ability to work long hours on-site during shows. 
• Ability to sit, stand, walk up and down stairs, crouch, stoop, and reach. 
• Ability to lift up to 25 lbs. 
• Ability to travel to shows when needed. 

Work Environment

The work environment characteristics listed here are representative of those an employee encounters while performing the essential functions of the job. Under the ADA, reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Basic office environment
• Basic trade show environment

The above statements are intended to describe the general nature and level of work being performed by an individual assigned to this position.  They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified. Messe Frankfurt, Inc. reserves the right to modify this job description at any time.

Job Summary

Specific duties and responsibilities in the administration of sales programs for MFI trade shows include the following, but the individual will also be expected to perform all the duties necessary which are customarily performed by a person holding this position.  Other duties may be assigned.

Essential Duties and Responsibilities

• Provide general sales and exhibitor-related communication support for specific brands and trade shows and assist the Sales Manager with customer support activities.
• Identify, qualify, and close US exhibitor prospects for the portfolio.
• Perform administrative tasks including mailing functions, organizational projects, purchase orders, producing and distributing sales reports, timelines, and general record keeping.          
• Maintain an effective sales database for relevant trade shows.
• Maintain an updated floor plan for relevant trade shows.
• Working in SalesLogix, tracking communications with exhibitors and following up on invoices, confirmations, deadlines, catalog orders, ancillary MFI services, and general communication.
• Contribute to identifying ideas on increasing show revenues through alternatives to booth and sponsorship sales.
• Coordination of services provided to exhibitors, attendees, and miscellaneous projects required by the Sales Manager prior to and during the onsite operation of relevant trade shows.
• Address exhibitor concerns, requests, and questions prior to, during, and after the trade fair.
• Assist the Sales Manager with the coordination, preparation, and execution of sales campaigns.
• Coordinate with Frankfurt and brand managers on the distribution of promotional materials.
• Develop sales programs in support of sales partners.
• Additional support functions in the daily communication, record keeping, and strategic positioning of the shows.
• Training and supervision of temporary staff.

Knowledge and Abilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed here are representative of the knowledge, skill, and ability required. Under the ADA, reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Ability to be present in the office
• Ability to pass a background check and drug screening

Education

• BA or higher

Qualifications & Work Experience

• Excellent written and verbal communication skills
• Proficiency in MS Office and comprehension of contact management databases
• Experience in the trade show industry is a plus

Physical Demands

The physical demands listed here are representative of those that must be met by an employee to successfully perform the essential functions of his/her job. Under the ADA, reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Ability to work long hours on-site during shows.
• Ability to sit, stand, walk, and travel up and down stairs, crouch, stoop, and reach.
• Ability to lift up to 25 lbs.

Work Environment

The work environment characteristics listed here are representative of those an employee encounters while performing the essential functions of the job. Under the ADA, reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Basic office environment
• Trade show environment

The above statements are intended to describe the general nature and level of work being performed by an individual assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified.  Messe Frankfurt reserves the right to modify this job description at any time.

Position Purpose

We are seeking an experienced, detail-oriented senior accountant to join our growing organization. In this position, you will handle all accounting operations within the company, verify financial records and transactions, and monitor the accounting team. You must have keen attention to detail and maintain account balances, financial statements, general ledger, and all reports.

Essential Duties and Responsibilities

• Provide financial information by maintaining and reconciling accounts and preparing reports.
• Generate and analyze monthly and periodic “MS Dynamics Great Plains” Financial Reports.
• Maintain the accuracy of financial records for multiple entities by analyzing balance sheets, P&Ls, and general ledger accounts.
• Handle monthly bank reconciliation functions for two entities.
• Handle entries related to our Mexico show,
• Liaison with U.S. and Canadian Tax preparers/authorities.
• Handle monthly and quarterly Inter-Companies accounts reconciliations by gathering, entering, and balancing information.
• Prepare and enter journal entries to ensure the production of accurate and timely financial statements.
• Analyze and reconcile general ledger accounts and book correcting entries.
• Provide analysis and supporting details to Management as needed.
• Maintain show-closings process and reconcile shows’ results with sales teams.
• Handle Revenue Recognition, Deferred Expenses, Deferred Revenue calculations, and entries.
• Post monthly exchange rate and conversions and calculate F/X gain or loss.
• Support in the budget and LTP process.
• Provide supporting details for the annual audit as needed.
• Maintain and reconcile accrual accounts and prepaid accounts.
• Process credit notes and sales voids for two entities as needed.
• Participate and handle other projects as requested by the CFO.

Knowledge and Abilities 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed here are representative of the knowledge, skill, and ability required. Under the ADA, reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Ability to be present in the office
• Ability to pass a background check and drug screening test

Education

• College degree with a major in Accounting/Finance
• Qualifications & Work Experience
• Strong knowledge/experience of accounting principles and practices
• Technical accounting skills using MS Dynamics – Great Plains
• Four (4) plus years of relevant experience required
• Proficiency in relevant accounting software, Microsoft Dynamics GP, and Microsoft Office
• Confidentiality
• Attention to detail
• Planning and organizing skills
• Good communication skills, both written and verbal
• Team player comfortable in a supporting role
• Problem-solving skills
• Take the initiative.
• Ability to prioritize and schedule workload to meet fixed deadlines with a sense of urgency

Physical Demands

The physical demands listed here are representative of those that must be met by an employee to successfully perform the essential functions of his/her job. Under the ADA, reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Ability to sit, stand, walk, travel up and down stairs, crouch, stoop, and reach.
• Ability to lift up to 25 lbs.

Work Environment

The work environment characteristics listed here are representative of those an employee encounters while performing the essential functions of the job. Under the ADA, reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Basic office environment

The above statements are intended to describe the general nature and level of work being performed by an individual assigned to this position.  They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified.  Messe Frankfurt, Inc. reserves the right to modify this job description at any time.