Assistant to the Director, Safety and Security
Pixar
Emeryville, CAThis was removed by the employer on 9/14/2016 11:06:00 AM PST
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Full Time Job
Assistant to the Director, Safety and Security
SUMMARY:
Provide administrative support primarily for the Director of Safety and Security as well as the broader Safety and Security team. Serve as main point of contact for the department.
RESPONSIBILITIES:
• Positively represent the Safety and Security department to Pixar employees, contractors and guests
• Book all travel and create detailed itineraries
• Help coordinate studio events including screenings and presentations, marketing summits and other events
• Work with a variety of business partners (vendors, contractors, safety and security colleagues and associations) to schedule repairs, meetings and events.
• Coordinate logistics for on and off-site meetings, social events and team building events
• Monitor and assign tasks within the work request system
• Manage and reconcile American Express account, expense reports, purchase requisitions and orders, invoices and receipts, and flag upcoming expenses for budgetary purposes
• Proactively manage all pertinent Safety and Security team calendar(s)
• Take minutes at meetings and prepare reports for attendees
• Organize and maintain metrics, including formulas for briefings and reports
• Protect sensitive and confidential information
• Coordinate and prepare domestic and international travel arrangements
• Establish a positive rapport with other assistants, department managers, and studio leadership
• Actively participate in the assistants’ community
• Serve as backup for security functions (such as Reception), creating access badges and other duties as assigned
• Manage day to day tasks and operations, which may include but are not limited to:
• Phone, email and mail correspondence
• Shipping
• Contacts and electronic files
• Office supply needs
• Department manuals, processes, procedural documentation
• Order and maintain swag and prepare gift bags as requested; manage auction and charity requests and maintain file of donated time and items
• May be called upon to assist with special projects on occasion
QUALIFICATIONS:
• Bachelors degree preferred
• Three to five years administrative experience supporting a dynamic and demanding office environment required, film industry experience preferred
• Strong organizational skills and attention to detail
• Strong ability to work within ambiguous environments, adaptable to ever changing circumstances, situations and people
• Demonstrated independent judgment and decision making skills
• High levels of service for both internal and external customers, professionalism, focus, punctuality and reliability
• Consistent and regular follow through on all requests
• Ability to prioritize multiple requests and projects in fast paced deadline driven environment
• Ability to resolve problems on the fly, creatively and resourcefully
• An engaged team player, willing to collaborate and jump in to help
• Initiative to learn new skills, studio procedures, and pipeline through self and studio education
• Proficient in Microsoft Office; Wiki, Keynote, Filemaker Pro, cloud based services, video conferencing services, email and calendaring programs, and a quick learner of new applications; familiar with both Mac and PC
Pixar is an Equal Opportunity Employer.