Intern - Office Coordinator
Hawthorne AdvertisingLos Angeles, CA
Full Time Paid Internship
Supports Hawthorne through office management, event management and administrative assistance. Provides first impression for successful cutting edge advertising agency.
Qualifications / Requirements:
-Bachelor degree in relevant field.
-Knowledge of MS Office Suite - proficient required; expert preferred.
-Knowledge of publishing software preferred.
-Create and maintain an appealing office space including lobby and conference rooms, which are conducive for client visits and meetings.
-Plan logistics for client and /or appropriate internal meeting set ups; orders and coordinates delivery/pick up of food and refreshment items; and sets up/cleans up food, refreshment and serving items as needed before, during and after the meetings.
-Provide an enthusiastic first impression to visitors, clients, interviewees, and vendor.
-Exhibit a professional and friendly demeanor that reflects the office of the CEO.
-Coordinates purchasing and maintaining inventories of supplies for LA office. Enters purchase orders into e-Requester.
-Coordinate all LA telephone related activities and services with technical assistance from Sr. Network Administrator: Thinking Phones system, video conference call capabilities, cell phones, long distance calling cards, LA reception area, telephone training, etc.
-Assists with coordination of any office needs and landlord at Los Angeles Center Studios (i.e. parking passes, office maintenance needs, schedule office cleaning, reserve conference rooms etc).
-Assists in coordination of facility and safety-related areas and activities, including safety and disaster plans, tornado/fire drills, inclement weather communication, and building maintenance concerns.
-Responsible for security systems, keys and other security-related areas.
-Checks out Hawthorne property to employees and maintains an up-to-date location list.
-Works closely with travel agent and obtains approvals for travel. Coordinates expense report approval process with accounting. Prepares expense reports for executive's approval.
-Assists with employee set-ups with supplies and program phones at the LA office.
-In charge of mail distribution; receives, sorts and delivers all incoming mail from U.S. Post Office.
-Leads the Celebrations Team in organizing and facilitating company celebrations; supports positive company morale. Coordinates logistics for on-site and off-site functions.
-Complete other duties and projects as assigned based on company needs.
Hawthorne is located in Downtown Los Angeles. This is a paid internship opportunity.
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