Overview and Summary:
Provide administrative support to ensure efficient operation of the office. Support Vice President and employees within the department through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. Proficient with a variety of practices and procedures. Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected. This position is based out of Los Angeles, CA.
Primary Responsibilities
Answer and direct phone calls
Organize and schedule meetings/appointments/events; book conference calls, rooms, taxis, couriers, hotels etc.
Book travel arrangements; submit and reconcile expense reports
Produce and distribute correspondence memos, letters, and forms; take dictation; take accurate minutes of meetings
Carry out administrative duties such as filing, typing, copying, binding, scanning etc.; maintain computer and manual filing systems
Assist in the preparation of regularly scheduled reports
Provide information by answering questions and requests for both internal and external individuals
Research and create presentations
Generate reports
Maintain contact lists
Handle multiple projects as needed by the VP and department
Prepare and monitor invoices
Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
Contribute to team effort by accomplishing related results as needed
Handle sensitive information in a confidential manner
Promptly reply to email, telephone or face to face enquiries
Resolve administrative problems
Maintain up-to-date employee holiday records
Greet and assist visitors to the office
Please have a minimum of two years working as an assistant and be savvy with entertainment. Pay is $55,000-$75,000 plus a nice benefits package. Looking to hire immediately.