Administrative Assistant

Job Title: Administrative Assistant

Location: Universal City, CA

Duration: 12 Months

Summary:

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 SVP & Head of Business/Legal Affairs &Business Operations as well as 2 other executives.

Responsibilities:

• 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

Qualification:

• 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.