Job Description

Job Title: Administrative Assistant

Location: Universal City, CA (4 days onsite)

Duration: 4 Months+

Job Description:

• The Administrative Assistant is highly organized and detail-oriented with expertise in highly effective communication.
• They will provide both general administrative support and assist with department optimization projects for the Business and Legal Affairs and Business Operations teams.
• They must be adept at decision-making as well as collaborating with others in a fast-paced environment.
• This position will be directly supporting the 3 VPs Business/Legal Affairs & Business Operations.

Responsibilities include:

• Manages complex schedule and coordinates meetings with internal and external parties utilizing multiple calendars
• Coordinates travel schedules and arrangements, such as booking flights, cars, hotels and restaurant reservations
• Collects required travel documentation
• Prepares and processes P-card and expense reports in accordance with established divisional travel policy guidelines; Ensures the timely processing of expenses utilizing the latest electronic processes for payment to Corporate credit card
• Maintains proper recordkeeping and filing system for all work
• Composes and types routine e-mail correspondence
• Performs basic administrative tasks including but not limited to typing, scanning, photocopying and filing
• Handles extremely heavy phones (including logging, placing and rolling calls) -- Acts as back up for other assistants on team
• Manages tickets and incident reports for team to ensure that all business tools and equipment are ordered/repaired/installed
• Manages department inventory and orders essential supplies when running low and ad hoc supplies as needed
• Maintains contact lists and distribution lists; updating, creating new ones, deleting old ones
• Collate and distribute department mail
• Assists other department members as necessary
• Complete ad hoc projects as necessary
• Assists in making arrangements for temporary help, storage, meeting offsites etc. as necessary

Qualifications:

• 3-5 Years Strong telephone etiquette, communications and organizational skills.
• Team player with exceptional interpersonal skills. Working knowledge of Microsoft Excel and Word.
• Bachelor's Degree preferred.

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