Administrative Assistant

Job Title: Event Analyst – Admin/Clerical

Job Description

The Event Analyst plays a key role on a Chicago-based events team, supporting a high-traffic event space by managing event intake, ticketing, and case management, maintaining the events calendar, and developing dashboards and reports to track key performance indicators. This temporary, full-time role runs through 1/31/27 and focuses on delivering exceptional event experiences through strong hospitality, clear communication, and meticulous operational coordination. The position requires a highly organized professional who can handle multiple clients simultaneously, collaborate with vendors and partners, and leverage data to improve event operations and campus efficiency.

Responsibilities

• Triage incoming event tickets and assign them to event leads using the Salesforce platform, ensuring timely and accurate handling of all requests.
• Own simple meeting requests from intake through completion, including scheduling, communicating with clients, and coordinating necessary logistics.
• Manage and maintain the Ticketing Training Playbook, and train new hires on ticketing processes, case management, and reporting standards.
• Design, develop, and maintain advanced dashboards and reports to track event-related KPIs, including Events Dashboards, Team Dashboards, Traffic Flow, and year-over-year metric dashboards.
• Create and maintain individual team member dashboards and reports to support workflow tracking and performance monitoring.
• Conduct in-depth data analysis to identify trends, inefficiencies, and opportunities for improvement across event and operational processes.
• Leverage survey results and historical data to generate actionable insights that enhance event programs and customer experience.
• Produce ad hoc reports and analyses to provide on-demand visibility into event performance and operational metrics.
• Analyze space utilization data to identify patterns, optimize event and workplace layouts, and recommend strategies to improve campus efficiency.
• Identify opportunities to improve efficiency by optimizing existing processes and using technology to streamline operations.
• Participate in team decision-making related to processes and workflows, contributing ideas to enhance efficiency and operational consistency.
• Track and update 'Ohana Floor hours, accounting for special events, maintenance closures, and other schedule changes.
• Manage the Chicago Tower events calendar and event tracker, ensuring accurate scheduling and visibility of all events.
• Run 'Ohana Floor operations meetings as needed to keep service partners and vendors informed about upcoming events and operational needs.
• Collaborate with leadership to ensure internal programs are properly allocated and running smoothly, and escalate operational inefficiencies when necessary.
• Serve as the main event lead for select internal events and programs with multiple moving parts, overseeing planning, coordination, and on-site execution.
• Manage vendor relationships and coordinate catering and other logistics required for meetings and events, ensuring high-quality service delivery.
• Handle behind-the-scenes logistics by submitting and tracking service case requests, furniture moves, janitorial services, AV support, and guest services needed to keep events and programs running smoothly.
• Act as a subject matter expert on ticketing and reporting systems, troubleshooting issues and optimizing system usage for the team.
• Partner with regional events teams to prioritize enhancements to ticketing and reporting systems and help resolve technical challenges.
• Serve as the primary point of contact for Chicago cross-functional escalation and communication regarding ticketing system issues, ensuring effective problem resolution and operational continuity.
• Represent the Chicago team in global ticketing groups, ensuring that process changes and updates are communicated and adopted locally.
• Maintain and update training materials related to ticketing processes, dashboards, and reporting tools to keep documentation current and useful.
• Train team members on data analysis best practices, automation tools, and system functionalities to build analytical and technical capability within the team.
• Document workflows and process improvements to support knowledge retention, consistency, and scalability of operations.
• Update and maintain the Simple Meeting resource document and share it with clients as needed to support efficient meeting planning.
• Represent the site during events and collaborate with cross-functional groups, including facilities, AV, catering, and guest services, to ensure seamless event delivery.
• Maintain positive relationships with internal stakeholders and site customers by delivering exceptional customer service and responsive support.
• Be available and responsive to the global nature of the business, including flexibility to work extended hours and evenings to support large-scale or late events.
• Track the Grand Piano request schedule and communicate updates to all cross-functional 'Ohana Floor teams involved in event operations.
• Provide on-site support for large-scale events, coordinating logistics and ensuring that all operational elements are executed to a high standard.

Essential Skills

• 5+ years of experience in event management, event operations, or a closely related field.
• Demonstrated proficiency with Google Sheets, Google Data Studio, and Google Calendar, with the ability to use these tools to manage schedules, analyze data, and build reports.
• Strong analytical and problem-solving skills with a continuous improvement mindset, using data to identify trends and drive operational enhancements.
• Excellent verbal and written communication skills, with the ability to communicate clearly and professionally with multiple clients and stakeholders at once.
• Proven ability to work a flexible schedule and travel when required (minimal), including availability for extended hours and evening events.
• High level of organization and acute attention to detail, ensuring accurate tracking of events, data, and logistics.
• Ability to adapt quickly to changing priorities and manage multiple projects simultaneously in a fast-paced environment.

Additional Skills & Qualifications

• Ability to analyze complex datasets and present insights in a clear, actionable, and visually compelling manner.
• Strong experience in data analytics, dashboard development, and reporting tools, with a focus on operational and event-related metrics.
• Experience working with Salesforce, Salesforce Einstein Analytics, and SocialTables is ideal but not required.
• Experience in customer service, front desk operations, or white-glove service, with a focus on delivering a premium hospitality experience.
• Experience in event planning, including coordinating catering and logistics for large events.
• Experience working onsite in a corporate campus or technology-driven environment is beneficial.

Work Environment

This is a full-time, onsite role in a corporate office environment associated with a major technology-driven organization. The schedule runs Monday through Friday, 8:00 AM to 5:00 PM, with the expectation of flexibility to support extended hours and evening events as needed. There is no dedicated employee parking, so candidates should be comfortable using public transportation or nearby parking options. The position is based in a high-traffic event space within a Chicago tower, featuring collaborative 'Ohana Floor areas and cross-functional teams such as facilities, AV, catering, and guest services. You will work extensively with digital tools and platforms, including Salesforce, Google Workspace applications, and data visualization tools, in a professional setting that emphasizes hospitality, customer service, and polished, business-appropriate attire. Interviews for this role are conducted virtually.

This is a Contract position based out of Chicago, IL.

The pay range for this position is $40.00 - $40.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Chicago,IL.

This position is anticipated to close on Sep 28, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.