Job Abstract

We are seeking an Administrative Assistant to provide support to the Production Services & Studio Operations group. This is a dynamic role that provides direct support to the SVP of Production Services with day to day administrative tasks.

Responsibilities 

• Assist on projects that require office and administrative work (PowerPoint, CBAs, competitive research and analysis) 

• Provide departmental support through in-person, client, and backlot meetings, in addition to phone/misc support for the studio  

• Primary point of contact for department requests regarding Ariba, Fiori or other studio systems, showing ability to process AP requests, following up on payments and onboarding for contingent workers 

• Writes memos and communication to clients as needed, providing excellent customer service 

• Maintains client database, current client lists, accurate files, reports, records, and spreadsheets 

• Light marketing work including working with graphic designer, placing sponsorships, and ordering client/promotional gifts (annual, sourcing, list creation, distribution lists) 

• Provide department support by booking/billing conference room rentals, filing paperwork, creating templates across the department, maintaining client list 

• Create, file and monitor agreements for upcoming clients while processing deposit checks, COI’s and maintaining expiration date calendar/initiate renewals as needed 

• Set up clients in studio systems using e-templates 

• Utilizes templates for activity reports and calendars, creating and distributing communications 

• Assist and field incoming client requests that require prompt attention, interface with clients, input work order to union trade departments and follow through 

• Understands basics for billing and schedule functions 

• Receive and review request PO’s under direction of Executive Director, creating and processing billings for monthly billings while providing data for inquiries, reconciliation, audits & budget variances 

Qualifications

• 1-3 years experience as an administrative assistant  

• Work onsite 5 days (9am-6pm) 

• Strong computer skills (Microsoft Word, Excel, Outlook and Powerpoint)? 

• Exceptional organizational and interpersonal skills?? 

• Must be detail-oriented? 

• Must be able to multi-task and prioritize to ensure that all assignments are completed in an accurate and timely manner? 

• Must be able to meet deadlines? 

• Must be flexible – an ability to work well in an environment where needs and priorities are subject to much revision? 

• Common sense, dependability, discretion and attention to detail are required??? 

• Must be a self-starter with a team-player attitude? 

• Excellent communication skills – written and oral (must have a professional and courteous demeanor)?