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Administrative Assistant
•30 days ago
| Hours | Full-time, Part-time |
|---|---|
| Location | Universal City, California |
About this job
The Administrative Assistant in the Technical Services department is responsible for providing overall administrative support to 4-5 Directors & 1 VP.
Responsibilities
* Manage complex schedules and coordinates meetings with internal and external parties utilizing multiple calendars
* Determine importance of meeting requests and schedule accordingly
* Handle heavy call volume, and acts as back up for the Sr Leadership area administrative assistants as necessary
* Perform basic administrative tasks, e.g. photocopying and filing. Maintains proper recordkeeping and filing system for all work. Order and manages office supplies/inventory for team.
* Distribute department mail; maintain department calendar and attendance records
* Compose and type routine e-mail and other correspondence
* Coordinate travel schedules and arrangements. Collect required travel documentation, prepares and processes expense reports ensuring adherence to established travel policy guidelines; ensure the timely processing of expenses utilizing the latest T&E electronic process for payment to Corporate credit cards.
* Provide administrative support for various projects, including preparing PowerPoint and other presentation materials as requested by management
* Maintain contact lists and meeting attendee email groups
* Coordinate staff meetings, employee functions, conferences and client meetings as necessary. Coordinate visitor requests with Parking and Security.
* Assist in new hire onboarding (id badge generation, name plates, desk set-up, etc.)
* Coordinate maintenance of office equipment with appropriate vendors
* Maintain general suite order and cleanliness
* Perform other related duties as requested by management Qualifications/Requirements * High School Diploma/GED and minimum of 2 years of experience in an Administrative Assistant capacity in increasingly responsible roles
* Proficiency in Microsoft Word, Excel, Outlook and PowerPoint
* Knowledge of all basic office equipment required Desired Characteristics * Previous experience supporting a senior executive strongly preferred
* Excellent organizational, verbal and written communication skills
* Demonstrated ability to work with all levels of employees and management, and willingness to give assistance to co-workers in other areas. Strong team player.
* Pleasant, professional attitude and personality
* Strong time management skills and a demonstrated ability to work independently under pressure and meet tight deadlines. Ability to multi-task and be flexible is essential
* Ability to work with and maintain confidential information
* Self-starter with ability to follow through with minimal supervision
Responsibilities
* Manage complex schedules and coordinates meetings with internal and external parties utilizing multiple calendars
* Determine importance of meeting requests and schedule accordingly
* Handle heavy call volume, and acts as back up for the Sr Leadership area administrative assistants as necessary
* Perform basic administrative tasks, e.g. photocopying and filing. Maintains proper recordkeeping and filing system for all work. Order and manages office supplies/inventory for team.
* Distribute department mail; maintain department calendar and attendance records
* Compose and type routine e-mail and other correspondence
* Coordinate travel schedules and arrangements. Collect required travel documentation, prepares and processes expense reports ensuring adherence to established travel policy guidelines; ensure the timely processing of expenses utilizing the latest T&E electronic process for payment to Corporate credit cards.
* Provide administrative support for various projects, including preparing PowerPoint and other presentation materials as requested by management
* Maintain contact lists and meeting attendee email groups
* Coordinate staff meetings, employee functions, conferences and client meetings as necessary. Coordinate visitor requests with Parking and Security.
* Assist in new hire onboarding (id badge generation, name plates, desk set-up, etc.)
* Coordinate maintenance of office equipment with appropriate vendors
* Maintain general suite order and cleanliness
* Perform other related duties as requested by management Qualifications/Requirements * High School Diploma/GED and minimum of 2 years of experience in an Administrative Assistant capacity in increasingly responsible roles
* Proficiency in Microsoft Word, Excel, Outlook and PowerPoint
* Knowledge of all basic office equipment required Desired Characteristics * Previous experience supporting a senior executive strongly preferred
* Excellent organizational, verbal and written communication skills
* Demonstrated ability to work with all levels of employees and management, and willingness to give assistance to co-workers in other areas. Strong team player.
* Pleasant, professional attitude and personality
* Strong time management skills and a demonstrated ability to work independently under pressure and meet tight deadlines. Ability to multi-task and be flexible is essential
* Ability to work with and maintain confidential information
* Self-starter with ability to follow through with minimal supervision
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