Office Administrative Assistant/ Bookkeeping
Join a 40-Year-Strong Events & Entertainment Company
About Us
Here at IYP- We’re a high-energy, wildly creative team at the epicenter of event planning—where the pace is fast, the days are unpredictable, and the excitement never quits.
We’re searching for a razor-sharp Office Administrator/Bookkeeper who lives for the details and thrives in organized chaos. If you’re the kind of person who color-codes their calendar, catches every typo, and finds joy in bringing order to the whirlwind—we need you. You’ll be juggling multiple tasks, solving problems on the fly, and keeping our team grounded while the world spins around us.
Job Overview
We’re seeking a highly organized, self-motivated Office Administrative Assistant to manage front desk operations, support basic accounting tasks (excluding payroll), interface with clients, vendors and entertainers. assist the company owner with special requests, and maintain our social media presence. If you enjoy variety, can roll with last-minute changes, and want to grow within the events industry, we’d love to hear from you.
Key Responsibilities
- Event Coordination: Help organize documentation to execute memorable events from start to finish admin side. You'll be the behind-the-scenes mastermind making sure everything runs without a hitch (and keeping calm amidst the chaos).
- Admin Support: Manage calendars, answer phones, send emails, and keep our office organized. You'll be handling paperwork, preparing reports, and ensuring all logistics are smooth.
- Communication Pro: Be the first point of contact for clients and vendors, answering inquiries, coordinating follow-ups, and handling a variety of communication tasks.
- Problem-Solving: Minimalize when things don’t go according to plan (because sometimes there will be those days!), you’ll need to stay cool, think on your feet, and find creative solutions on the fly.
- Creative Input: Your ideas are always welcome! Be ready to brainstorm, provide feedback, and share your thoughts on making our events bigger, better, and more exciting.
- Financial Management: You’ll be the lifeline to our event planning company’s financial health, handling accounts payable, accounts receivable, and payroll.
- Reconciliation: Keep our financials in tip-top shape by reconciling accounts and ensuring everything is in order. We love numbers that match up — no matter how chaotic the day.
- Budgeting & Reporting: Assist in managing event budgets, tracking expenses, and ensuring every dollar spent is accounted for. Help us stay on track financially while making our events as spectacular as possible.
- Invoicing & Payments: Handle client invoices, vendor payments, and ensure all financial transactions are processed on time.
- Compliance & Accuracy: Ensure all financial records and documents are accurate, up-to-date, and compliant with industry standards.
- Collaboration with the Team: Work closely with event planners, management, and vendors to understand financial needs, give them the info they need, and help everything run smoothly behind the scenes.
What We’re Looking For
- Experience Administrative Bookkeeping: You’ve worked 3+ in accounting or bookkeeping/ office admin before, preferably in an event planning or similar high-energy environment. fast-paced environments and moldable attitude.
- Tech-Savvy: You’re comfortable using accounting software as well (QuickBooks, Xero, etc.) and Microsoft Excel like a pro.
- Experience with Bookkeeping: You’ve worked in accounting or bookkeeping before, preferably in an event planning or similar high-energy environment.
- Organized & Detail-Oriented: You don’t miss a thing, and the idea of tracking every penny, and double/triple checking your work is something you love to do. Ability to multitask and work under pressure without breaking a sweat. Exceptional organizational skills with a very keen eye for detail, or willing to learn.
- Strong Communication Skills: You know how to explain financial details in a way that makes sense to anyone, no matter how much (or little) they know about numbers.
What We Offer
- Fun and Fast-Paced Environment: We believe in working hard, detail orientation, and ability to multitask, but we also make sure to have a good time. Expect a vibrant, dynamic team and a workspace filled with laughter. Chaos is part of the job, and we embrace it. You’ll be working with a vibrant group of creative minds who work hard and laugh often.
- Room to Grow: We’re always evolving, and there are opportunities to step up, learn new skills, and take on new challenges. There is always something new to partake in with IYP. We believe in professional development and are constantly evolving. You’ll have opportunities to level up in your career.
- Team Spirit: You won’t be alone in this fast-paced world. Our team is supportive, collaborative, and ready to tackle anything that comes our way (even if it's a last-minute change in the middle of an event). Even though you’ll be handling the numbers, you’re a key part of a larger team that values your input and supports your growth.
- Competitive salary
- We offer health and dental insurance
- PTO Days
- Casual, creative, and collaborative small staff work environment
- Opportunities to gain hands-on experience in the events industry
Apply Today!
If you’re ready to roll with the punches and make some amazing events happen, we want you on our team. Help us keep the fun, the chaos, and the magic going! If you're ready to dive into the numbers behind some of the most exciting events in the industry, apply now. Let’s keep our financials and our office structure as sharp as our event planning skills! Submit your resume and a short cover letter highlighting your QuickBooks proficiency and administrative office experience. We review applications on a rolling basis.
Email: [email protected]
Subject Line:Office Administrator/ Book Keeper –Fast-Paced, Chaos-Driven, Full of fun – Madison, WI
Job Type: Full-time
Pay: From $22.00 per hour
Expected hours: 40 per week
Benefits:
- Dental insurance
- Health insurance
- Paid time off
Work Location: In person