ConfidentialLos Angeles, CA
Full Time Job
Purpose of Role
To establish, organize and coordinate administrative systems so as to ensure that the LA office runs effectively and efficiently and aligns with procedures put in place by the UK headquarters. To create and maintain and welcoming and productive working environment.
The role holder will work closely with colleagues within the entire office and will liaise with the London and NYC offices as appropriate.
'' Provide support in the recruitment of new staff, including training and induction
'' Oversee daily staff administration and HR systems;
'' Administer holiday booking procedures for LA office
'' Deal with new starters/leavers
'' Issue and co-ordinate the signing of Confidentiality agreements
'' Health & Safety polices and implementing
'' Issue and then monitor aspects of US issued VISAS
'' Co-ordinate internships
Work with the external IT company to oversee all aspects of company IT, including:
'' Issue of mail addresses and mail groups, and monitoring access to shared files
'' Issuing and overseeing all company devices (laptops/phones)
'' Trouble shooting difficulties with printers and franking machine
'' Company data security
'' Internal phones
'' Deal with couriers and Ubers
'' Handle accounts with external suppliers e.g. mobile phone, utilities, insurance
'' Post distribution
'' Handle issuing of keys and managing security systems
'' Book travel and meeting rooms
'' Run errands
'' Deal with Fan mail
'' Unlocking/Locking up of office
'' Order office supplies
'' Manage filing systems
Facilities support and Office Maintenance
'' Oversee the maintenance of facilities and utility inspections
'' Organise the office requirements in relation to furniture and equipment
'' Maintain stock of non-stationery consumables
'' Organize and arrange repairs to office and equipment as required.
'' Maintain and ensure adherence to office security processes.
'' If required, source a new premises in Los Angeles manage the complete office move
'' Provide general assistance to all project managers, PAs and Executives
'' Undertake such other duties, as appropriate, that may from time to time occur
Critical Success Requirements
The role holder will be enthusiastic, energetic and self-motivated, with good organizational and communication skills. The role holder will be a team player, with a flexible and 'can-do' attitude, together with initiative and an eye for detail. The role holder will be focused on maintaining a high standard of work and professionalism at all times, particularly in relation to deadlines and accuracy.
Skills and Experience required
'' Previous experience in an office management or administrative role essential
'' Experience of developing and implementing process and maintaining records
· Experience of working under pressure and meeting multiple deadlines
'' Highly organized, with ability to prioritize and manage time efficiently
'' Excellent verbal and written communication skills
'' IT proficient, with skills in Outlook, Excel, Word and PowerPoint
'' Self-motivated, hardworking and able to work under own initiative
'' Initiative and a proactive approach, with good problem-solving skills
'' Excellent interpersonal skills
'' Flexibility and adaptability, with good attention to detail
'' Reliability, with a high level of integrity and discretion
Commensurate with experience
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