Administrative Assistant

Avispa Studio City , CA 91604

Posted 6 months ago

Administrative Assistant

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.

Responsibilities:

  • 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.

Qualifications:

  • 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


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Administrative Assistant

Avispa