Administrative Assistant

This is a Part Time Job

Job Description: H&M Communications is a full-service boutique and consumer-marketing consultancy with offices located in Los Angeles, Miami, Chicago, New York and Houston. H&M is dedicated to multi-cultural marketing with special focus on the U.S. Hispanic market and has become one of the top Hispanic agencies trusted by more brands, film studios, television networks, content producers and distributors over the past seven years than any other Hispanic agency. H&M's expertise spans media and community relations, publicity, events, grassroots/experiential marketing, online/social media, sponsorship development and activation, and crisis communications. We are seeking a qualified Administrative Assistant in our WEST HOLLYWOOD office 3-5 days a week.

Summary: The Administrative Assistant will provide administrative and organizational support for the office by performing the duties outlined below.

Responsibilities:
• Support agency Operations team which manages Human Resources, Finance, Technology, and assisting the CEO
• Answer multi-line telephone system, take accurate messages, and screen and direct telephone calls for management in a professional manner
• Process incoming and outgoing mail and shipments on a daily basis
• Compose, prepare, proofread and print correspondence, office memos, reports, and presentations
• Support, brainstorm, and organize agency re-branding (logo, website, etc)
• Design and implement forms for use within office by applying knowledge of software applications and updates as needed
• Maintain files in an organized and accessible manner to include updating information, purging files on a regular basis and creating new filing systems as needed
• Provide administrative support for special projects to include research, compiling data and preparation of summary reports based on results
• Assist with accounting needs by updating charts, maintaining expense reports, collecting time sheets, etc
• Maintain an organized office calendar and schedule meetings and appointments as needed
• Aid in managing the agency apprenticeship program
• Complete travel arrangements to include accommodations, transportation and a prepared itinerary
• Verify, calculate and process invoices for payment by Manager of Agency Operations
• Maintain inventory and order office groceries, supplies and equipment
• Maintain and update agency to do lists, contact lists, log in sites, and brainstorm notes
• Run errands when necessary
• Research and order necessary gifts
Other responsibilities:
• Participate in agency brainstorms
• Participate in new business initiatives and presentations

Qualifications:
• BS/BA required; Business Administration, Public Relations or Agency experience preferred
• Excellent organizational and time management skills
• Excellent written and oral communication skills
• Ability to juggle multiple tasks with strong attention to detail and sense of urgency
• Ability to exercise creativity and take initiative
• Ability to work under pressure in a fast-paced environment
• Highly motivated, self-starter who can handle large tasks without a lot of day-to-day management
• Must possess strong computer skills (Word, PowerPoint, Excel, Outlook, Adobe Acrobat)
• Fluency in Spanish is preferred