Manager of Executive Administration and Facilities
SDI Media
Los Angeles, CAThis was removed by the employer on 9/7/2017 5:00:00 PM PST
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Full Time Job
This position is responsible for coordinating employee and management requests in relationship to the office. This position oversees two Facilities Coordinators and all things associated with maintaining a safe, operational, clean, and well stocked office. The ideal candidate will be highly motivated, patient, have a strong sense of urgency and excellent customer service skills. In addition, this role is very visible internally and externally, so the ideal candidate will have a strong desire to build relationships with a variety of personality types while understanding that everything they do and support enables the success and continued functioning of the business. This is a great opportunity for someone who is ready to move to the management level but has the administrative experience and discretion to support executives.
Principle Duties & Responsibilities
• Responsible for heavy calendar management, requiring interaction with both internal and external executives and assistants.
• Coordinates schedules and confirms all meetings, reserve conference rooms and equipment and ensure the executives are prepared.
• Manage and delegate tasks to Facilities Coordinators who also have shared oversight of reception.
• Arrange international and domestic travel itineraries and hotel accommodations.
• Prepare paperwork for proper international travel documentation (including visas and passport renewals) and domestic/international travel expense reports.
• Composes memos & correspondence on behalf of the President of Sales and Customer Support.
• Organize and plan events (meetings, holiday party, etc.).
• Schedule and prepare items for overnight delivery and courier pick-ups.
• Organizes and maintains efficient workflow system.
• Assist in the preparation of PowerPoint presentations and other presentation materials.
• Performs all general administrative duties, including typing, mail, photocopies, scanning documents, sending & receiving faxes, filing, etc.
• Ability to work flexible hours.
• Perform other reasonable related duties, as assigned.
Mail
• Pickup mail in internal drop-off locations (both floors) and deposit in basement mail room
• Pickup mail from basement mail room
• Deliver mail to employees/departments
Office Supplies
• Monitor, order and stock office supplies, including but not limited to tea, coffee, plastic utensils, paper plates, paper towels, napkins, dish soap, hand soap, sponges, Post-Its, pens, highlighters, notepads, printer paper, paper clips, binder clips, folders, printer ink, furniture and other office/kitchen supplies
• Supply receipts and invoices to Finance
• Refill/restock supplies, including paper, pens, etc.
• Check copiers/printers for confidential printouts left behind by owner
• Check and ink/toner and report to IT as needed
Parking & Validations
• Monitor validation usage
• Refill/stock validations via check requests to Finance
• Communicate with two parking garages (SP+ and Ameripark)
• Maintenance/Facilities Requests (backup)
• Liaise with landlord and building engineers regarding repairs to the suite, air conditioning, plumbing, cleaning crew and other office/building related matters (via landlord portal)
• Manage internal facility help-desk tickets from employees
• Liaise with HR on employee ergonomic requests to ensure consistent approach to approvals and authorized devices purchased.
Keys & Key Cards (backup)
• Distribute and duplicate door keys as needed
• Maintain master list of door keys
• Retain master keys in safe for easy access and duplication
• Oversee and manage facility badge system
• Issue badges to new hires, approved vendors, contractors and other non-employees as necessary
• Ensure non-employees have executed proper paperwork in accordance with company security protocols prior to badge issuance
Vendors (backup)
• Schedule, communicate with, receive and escort all vendors
• Code vendor invoices for Finance
• Vendors include but are not limited to FirstChoice (coffee), Canteen, Full Circle Recycling (blue shred bins), Servicon (janitorial), Hines (landlord and building engineers), Iron Mountain, Office Depot, Canon, Costco, Fed Ex, DHL, plumbing, HVAC, electrical, e-waste, media shredding, bagel company (every Friday), pizza company (every Thursday), etc.
• Ensure that all vendors have current certificates of insurance
Must be able to demonstrate:
• Excellent communication skills
• Excellent negotiation skills
• Good technical understanding
• Ability to quickly grasp complex subject matters
• Ability to work to tight deadlines and under pressure
• Self-motivation
• Proactivity
• Ability to work independently and on own initiative
• Ability to be an excellent team player
• Good time management skills
• Excellent organizational skills
• Strong interpersonal skills
• Good attention to detail
• Excellent problem-solving skills
• Enthusiastic and willing to learn
Qualifications and Experience
• Minimum 3 years or progressive administrative experience in a fast paced environment supporting a top level executive
• Heavy travel scheduling experience for International and Domestic
• Entertainment industry preferred
• College degree preferred
• Excellent communication skills, both oral and written; strong attention to detail
• Superior organizational skills; ability to multi-task, collaborate, and prioritize
• Ability to work well under time constraints.
• Must be able to maintain confidentiality and handle time sensitive material
• Must have strong computer skills, with proficiency in MS Word, Excel, PowerPoint and Outlook
Physical Demands
• Ability to continuously stand or walk.
• Ability to bend, squat, climb stairs and lift frequently.
• Ability to lift up to 25 pounds occasionally.