Administrative Assistant, Legal and Administration

Full Time Job
Job Summary:
The Administrative Assistant will provide administrative support to the Managing Director of Legal and Administration, the legal department, and the CFO, including managing and coordinating travel bookings and budget for Academy staff and guests.

Duties and Responsibilities:
• Assist in set-up and operation of Board of Governors meeting: Monitor and operate sound, teleconference feed and presentations; Collect relevant meeting materials and ensure proper formatting for presentation; Test teleconference connection with Governors and IT department; Assist with in room IT equipment (iPad, voting, A/V presentations).
• Coordinate and manage corporate travel accounts and budgets from Academy partnerships: Travel liaison for all staff and external parties traveling for Academy business; Work with Talent Relations and publicists for talent travel to Academy events.
• Collect and manage Statuette agreements and waivers for Academy Awards ceremony.
• Coordinate statuette repairs, replacements, and duplicates.
• Track, monitor and create notification of trademark infringements from online merchants and media (i.e. YouTube, Alibaba and Amazon).
• Assist with trademark matters, such as obtaining notarization and legalization of documents.
• Manage department records such as Trademarks, Security Database, and Awards Database.
• Process department payment requisitions and maintain budget records.
• Provide administrative support to the CFO, Managing Director, and legal department: Manage calendars and schedule meetings and conference calls.
• Other duties as assigned.

Qualifications and Requirements:
• Must have 2+ years administrative experience, supporting an executive office
• Bachelor's degree preferred
• Must be detailed oriented and able to prioritize and work on multiple projects in fast-paced environment
• Flexibility, with the capacity to multitask, prioritize, meet deadlines, follow instruction, and work independently
• Outstanding communications is a must, including fluency in English and highly-professional verbal and written communication with special attention to detail and accuracy
• Ability to work professionally and gracefully with Academy members and the public
• Experience in Microsoft Office Suite applications (Outlook, Word, Excel, and PowerPoint)