Assistant, Studio Tools
Pixar
Emeryville, CAThis was removed by the employer on 10/10/2017 3:06:00 PM PST
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Full Time Job
Provide primary and specialized administrative support to VP, Studio Tools (Software Research & Development), and secondary support to Senior Manager, with a high level of confidentiality, discretion, and diplomacy.
The ideal candidate for this role is someone who is considerate, thoughtful, and enjoys bringing people together. Experience working with engineers or technically-minded individuals is a plus!
RESPONSIBILITIES:
Successfully organize and manage the day-to-day tasks and operations, which may include but are not limited to:
• Proactively manage all pertinent calendar(s) with broad discretion, based upon an understanding of the VP's/executive's current business priorities, deadlines, agendas, and possible conflicts
• Ensure all meetings/calendar changes are properly communicated to involved parties
• Ensure that VP/executive arrives at all consequential meetings on time
• Provide support to department, including calendaring meetings, ordering departmental supplies, and submitting work requests
• Negotiate with other departments for conference room bookings as needed
• Act as liaison between departments and assistants
• Plan and coordinate team meetings, special events, and office parties (onsite and offsite)
• Coordinate meetings with external contacts which include registering and greeting guests, facilitate meeting room setup, managing agenda, and catering
• Plan and coordinate team meetings, special events, and office parties (onsite and offsite)
• Maintain cleanliness and organization of the Studio Tools Team pod area
• Manage and reconcile petty cash, American Express, expense reports, invoices, and receipts as they pertain to department
• Order and maintain swag as needed; prepare gift bags as requested
• Assist in screening all incoming phone calls of the VP/executive and senior manager
• Maintain incoming/outgoing correspondence
• Schedule travel for VP/executive as needed (both domestic and international)
• Be on call or available for back up assistance as needed
• Work closely and collaborate with department's project coordinators to achieve various tasks, projects, visits, and events as needed
QUALIFICATIONS:
• BA preferred or four years administrative experience supporting in-demand individual in dynamic office environment
• Excellent written and verbal communication skills
• Superior organizational skills
• Ability to prioritize multiple tasks in a fast paced environment
• Ability to work with all levels of management
• Ability to work independently with little supervision
• Familiar with both Mac/PC