Administrative Assistant / Scheduler For Special Events

The Administrative Assistant / Events Scheduler will coordinate interpretation service appointments, manage scheduling logistics, and provide administrative support to ensure seamless event execution. The role requires excellent organizational skills, the ability to multitask, strong professional communication skills, and the ability to work independently.

Why Join Us:

• Rapid Growth: We are experiencing exponential growth, and joining us at this stage means you'll be an integral part of our success story. Your contributions will directly impact our expansion and global outreach
• Impactful Work: You will be at the forefront of connecting people, cultures, and businesses around the world. Your role will make a tangible difference in breaking down language barriers and fostering understanding
• Collaborative Environment: We believe in the power of teamwork. You'll work closely with a supportive and passionate group of professionals who share your enthusiasm for languages and communication
• Innovation and Technology: Embracing cutting-edge language technology, we constantly strive to improve our services. You'll have the chance to leverage advanced tools and platforms to streamline processes and enhance the interpreter experience
• Career Growth Opportunities: As part of our fast-paced and evolving team, you'll have access to continuous learning and professional development resources. We believe in empowering our employees to achieve their full potential

Responsibilities:

• Special Event Coordination: Assist in the quoting, scheduling, and execution of special events, including meetings, conferences, and social gatherings
• Scheduling: Manage calendars, coordinate appointments, and organize event timelines to ensure all tasks are completed in a timely manner
• Communication: Serve as the primary point of contact for event inquiries, providing prompt and professional responses to clients, vendors, and team members
• Documentation: Prepare and maintain detailed event documentation, including quotes for the event, agendas, attendee lists, and post-event reports
• Scheduling Talent: Coordinate with talent and service providers, ensuring all aspects of the event are managed effectively and in line with budgets
• Customer Service: Deliver outstanding customer service, ensuring a positive experience for all attendees and stakeholders
• Attention to Detail: Maintain a high level of accuracy and attention to detail in all tasks, from scheduling to documentation and event execution
• Problem Solving: Proactively identify potential issues and develop solutions to ensure events run smoothly

At Hanna Interpreting Services, we deliver more than just words.

Are you ready to embark on an exhilarating journey with our rapidly growing team? Are you attentive to detail and efficient in entering information accurately? If so, we have an exciting opportunity for you to join our dynamic team as a Data Entry Representative!

In 14 years, Hanna has grown from a start-up company to an industry leader in the interpretation and translation space. We were recently listed as a ‘Top 100 Language Service Provider in the World’ by Nimdzi Insights, Slator.com, and CSA Research, as well as nominated for “Best Overall Company,” “Best Customer Service,” and “Best Community Impact” in the 2023 BizX Awards. But we are not done yet!

We are seeking a Data Entry Rep to join us in breaking down barriers and shaping a world where communication knows no boundaries!

Who is Hanna?

Hanna Interpreting Services LLC is a language services provider that offers in person, video, over-the-phone, and written options for translation, interpretation, ADA remediation, transcription, language assessments, voice over, and website localization.

Founded in 2010 by mother and son duo Jennifer Hanna and Tom Elias Hanna in their garage in San Diego, CA, Hanna has grown to more than 70 employees, served over 1 million non-English speakers to date in 200+ languages, and has sponsored countless outreach events to serve the local community.

We’re known in the industry for always getting the job done. Whether a healthcare provider needs an interpreter to help during an emergency or an organization needs to translate their website in multiple languages – they call us because we have the experience and the relationships to make their jobs easier.

Requirements

• Proven experience as an administrative assistant, scheduler, or similar role, preferably in event coordination
• Exceptional organizational skills and the ability to prioritize tasks effectively
• Strong customer service skills with a professional demeanor
• Excellent verbal and written communication skills
• Proficient in Google Suite and Scheduling software
• Ability to work independently and as part of a team in a fast-paced environment
• Flexibility to work outside of regular hours as needed for events

Preferred Qualifications:

• Experience with project management tools
• Familiarity with quoting, budgeting and financial tracking for events
• Knowledge of industry trends and best practices in event coordination

Disclaimer:

This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with this role. The duties, responsibilities, and qualifications may change at any time, with or without notice, to meet the business needs of the organization.

Hanna Interpreting Services LLC provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Benefits

• Pay rate: $20-21/hr
• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (401k)
• Life Insurance (Basic, Voluntary & AD&D)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Family Leave (Maternity, Paternity)
• Short Term & Long Term Disability
• Training & Development
• Hybrid Working Schedule
• Free Food & Snacks
• Breakfast or Lunch provided for onsite staff every Friday (that's right, every Friday!)