This position requires high-level administrative support in a highly visible, dynamic group that regularly interfaces with senior leaders within the company. The ideal candidate will be experienced with highly sensitive and confidential issues in prioritizing and handling a wide range of administrative support related tasks with the ability to work independently, in an articulate and professional manner. Must have the ability to function under pressure in a fast paced environment while remaining flexible, proactive, and resourceful.
Calendar management, requiring interaction with both internal and external executives and assistants, to coordinate a variety of complex executive meetings.
Interact with C-level executives, general managers, and their support staff in order to schedule meetings, answer general queries, take and distribute notes, and send materials for review before meetings.
Assist with the preparation of presentation materials.
Update social media platforms on Diversity events (Facebook, Instagram, Twitter)
Review and summarize miscellaneous reports and documents; prepare background documents and outgoing mail as necessary.
Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner.
Arrange travel schedule and reservations for executive management as needed which include: booking flights, arranging for accommodations, and reserving car rentals. Communicate travel information and work out any scheduling conflicts.
Answer incoming calls, take messages, deal with general inquiries and redirect callers to correct departments.
Prepare expense reports and additional ad hoc reports as needed.
Follow up with vendors and staff on outstanding invoices/issues.
Manage meetings, conferences, and special events by coordinating RSVP lists, coordinate with the security team, and make parking arrangements for guests
Order supplies and equipment.
Assist with the central filing system.
Archive all events and diversity projects, both physical and digital files.
Handle other requests from executives as needed.
Bachelor's degree preferred
1-3 years related experience in a fast-paced environment
Proficient in MS Word, Excel, PowerPoint and Outlook
Basic knowledge using Photoshop on PC/Mac
Well organized and detail oriented
Possess excellent time management skills/ deadlines
Excellent phone manner and strong communication skills (written, editorial, & verbal)
Ability to work in a team environment
Ability to build relationships and interact successfully with senior executives, business unit contacts and key external partners
Must be able to work well under pressure; multi-task and prioritize responsibilities.
Positive attitude and the ability to be proactive, resourceful and flexible
$25-$30 per Hour Studio City, CA 91604 3-6 Month Assignment