Administrative Assistant - Railyard Event & Conference Center

Administrative Assistant - The Railyard Event & Conference Center

The Railyard Event & Conference Center will be a premier destination for Conventions, Conferences, Meetings, Dinner Shows, and Entertainment in the heart of Elkins, West Virginia. It is expected to open in Summer 2026 but we are hiring for key positions NOW to ensure a smooth opening of this fantastic new facility!

Position Summary

The Administrative Assistant provides high-level administrative, financial, ticketing, and on-boarding support to ensure the seamless daily operation of the Event & Conference Center and Theater. This role is essential in maintaining operational accuracy, supporting revenue tracking, coordinating with corporate accounting, and managing organized on-boarding systems.

The ideal candidate is detail-obsessed, process-driven, and thrives in a fast-paced hospitality and entertainment environment where organization directly impacts performance.

Key Responsibilities

Administrative & Operational Support

• Maintain master event calendars for conferences, meetings, theater productions, rehearsals, and internal functions


• Coordinate contracts, proposals, invoices, and deposits with Sales and Accounting


• Support the General Manager and Events Team with reporting, dashboards, and performance tracking


• Maintain organized digital and physical filing systems


• Assist with internal documentation updates and standard operating procedures


• Organize and maintain all property SOP's, ensuring accessibility and version control

Ticketing & Revenue Administration

• Manage Ticketing Services and Ticket Sauce platforms


• Monitor ticket sales activity and assist with reconciliation reporting


• Download and distribute ticketing invoices and billing documentation to accounting systems


• Ensure accuracy and alignment between ticketing reports and financial records

Financial & Corporate Accounting Support

• Track event billing timelines and ensure deposits and final payments are processed on schedule


• Download invoices and bills and input documentation into accounting systems


• Assist with budget tracking and cost reconciliation


• Coordinate purchase orders and vendor payments


• Provide administrative and documentation support to Corporate Accounting


• Maintain accurate CRM and event management system records

Human Resources & On-boarding Coordination

• Manage new hire paperwork and ensure completion of required employment documentation


• Track on-boarding progress and training checklist completion


• Maintain organized personnel files in compliance with company standards


• Ensure on-boarding materials and training documentation remain current and accessible

Communication & Office Support

• Manage inbound inquiries and route appropriately


• Draft professional internal communications as needed


• Schedule internal meetings and coordinate leadership calendars


• Maintain shared team resources and documentation templates


• Ensure consistency and professionalism across administrative processes

Qualifications

• Experience in hospitality, events, entertainment, or administrative operations preferred


• Strong organizational and multitasking skills


• High attention to detail and accuracy


• Proficiency with Microsoft Office, Google Suite, CRM systems, and digital filing platforms


• Ability to work in a fast-paced, deadline-driven environment


• Strong written and verbal communication skills

Why Join Our Team

• Dynamic, creative, hospitality-driven environment


• Opportunity to support high profile events and productions


• Collaborative team culture


• Growth potential within Events & Conference Operations

Additional Information: