Administrative Assistant
Confidential
Los Angeles, CAThis was removed by the employer on 2/16/2016 10:31:00 AM PST
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Full Time Job
Seeking Administrative Assistant for fast-paced entertainment company. Please note this is not a production position. The Assistant will provide all aspects of administrative support to three senior level executives: President, Network Distribution, Senior Vice President, Distribution, and General Counsel. The position serves as an administrative liaison to peers, corporate management team, employees and outside clients and vendors. The position provides daily administrative support including discrete handling of confidential information, preparation of PowerPoint presentations, scheduling meetings and travel arrangements, maintaining call sheets, filing, word processing, Excel spreadsheets, expense reports, invoice reconciliation, maintaining contracts, monthly revenue summaries, back-up to receptionist and more.
Essential Functions
• Serves as administrative contact for executives, external agencies, and vendors
• Provides all general administrative support to executives
• Prepares assigned materials when requested using PowerPoint, Word and Excel
• Provides telephone coverage-answer executive phones, take accurate messages, arranges (including selection of date, time and location) internal and external meetings
• Maintains Calendars - arranges, coordinates and prioritizes complex scheduling and logistics; Schedules meetings, conference calls, video conferences, budget reviews
• Manages filing system and provides filing support for as needed
• Maintain filing for all legal documentation
• Verify, maintain, and reconcile monthly accounting and subscriber remittances
• Create monthly revenue summaries for executives
• Prepares and tracks purchase orders for executives as necessary
• Distributes mail, faxes and deliveries as appropriate
• Conducts extensive online and offline research as requested
• Schedules all travel arrangements including hotel accommodations, airline reservations, rental cars, and off-site meeting venues
• Prepares expense reports
• Arrange special meeting facilities; send meeting confirmation emails; prepare and distribute meeting materials
• Maintain legal documentation
• Partners with IT for scheduling; setting-up and troubleshooting video conferences and ''Go-to Meeting''
• Excellent internal and external, verbal and written communication required
• Prepare and coordinate all trade show enrollment and fulfillment
• Maintain customer databases