Administrative Assistant

Entertainment Partners - Burbank, CA (30+ days ago)3.9


At Entertainment Partners we help to power Oscar-winning films, Emmy-winning shows, and Clio-winning commercials. Feel the satisfaction of doing work that directly impacts the most exciting industry in the world while fostering a work environment with the nimbleness of a start-up but the stability of a blue chip. EP is poised to redefine and evolve the back-office processes of the entertainment community with security at the core of what we do.

Are you looking for the next opportunity to revolutionize an industry? If so....

We need an Administrative Assistant that will be responsible for providing administrative, secretarial, and operational support within the department as well as the VP. This role will support several managers and supervisors with their calendars, travel arrangements, written correspondence, completion of expense reports, taking meeting minutes, handling confidential information, as well as, creating and keeping various operations reports/records. The Administrative Assistant will also take a very pro-active role in the day-to-day department operations.

This position requires a high degree of confidentiality, compassion, multitasking and the ability to switch projects while maintaining efficiency and accuracy. Responsible for guest interactions, information and scheduling, this position serves as administrative support for the Vice President and department.

KEY RESPONSIBILITIES

Provide administrative support for the VP of Service and Support and other department senior leadership (answering phones, travel itinerary, calendar, coordinating conference calls, video conference calls and meeting preparation)
Prepare travel and expense reports for department managers and staff as assigned.
Maintain a contact chart, department calendars, weekly reports and charts to track KPIs (Key Performance Indicators)
Support department in research of and maintaining relationships with venues and vendors
Provide support to Directors, Managers & staff
Provide administrative support for the entire department by ordering office supplies, sorting mail, faxing, maintaining equipment inventory, copying and interfacing with facilities as needed.
Coordinate department communication for holidays and special events
Distribute and track approval forms for the department
Processing of invoices and tracking payments while become proficient with SAP Software.
File, store and continuously update organizational charts for department.

JOB REQUIREMENTS/QUALIFICATIONS NEEDED

2 Years minimum experience in a similar role.
College Degree preferred.
Proficient in Microsoft PPT, Microsoft Word, Microsoft Excel
Excellent customer service skills.
Excellent communication skills, written and verbal.
Ability to Multi-task.
Self-starter.
Strong time management skills. Is able to set and meet deadlines.
Knowledge of principles and practices of basic office management.
Knowledge of industry system a plus.
Professional writing skills.
People skills – active listening, personable, patient, inquisitive, professional appearance and manner.
Quickly grasps new concepts and ideas.
Proficient in MS Word & Excel, Power Point, Outlook, Internet, Mac and PC.