Executive Administrative Assistant
illuminate Hollywood
Studio City, CAThis was removed by the employer on 6/30/2021 7:42:00 AM PST
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Full Time Job
Executive Administrative Assistant
illuminate Hollywood Studio City, CA US
Posted 6/18/2021
illuminate Hollywood is expanding! We are in search of someone with a vibrant personality & great work ethic to join our family. Must be detail oriented and able to multi-task. This is for a full-time, on-site administrator.
Hours: Monday-Friday - 8:30am - 5pm
Reception:
o Answering phones
Client Concierge duties:
o Assist Management or Reception when we have clients, ensure they're situated and comfortable
o Set up rooms for clients prior to their arrival; Serve coffee, drinks, snacks to clients and executives
o Take meal orders and serve when it arrives, save receipts for Credit Card back-up
o Clean after morning coffee, lunch and before departure
o Keep kitchens clean and stocked
o Keep bays & conference room clean and organized
o Make sure rooms and facility are neat clean and client ready
o Make runs to store
o Stock executive and conference room refrigerators
o Clean out the refrigerator weekly
Office Duties:
o Keep inventory of office & kitchen supplies
o Order office supplies, water, etc
o Organize / unpack supply orders when they arrive.
o Keep supply closet organized
o Order Business Cards and other company stationary
Assistant to Management Committee:
o Clerical help
o Filing, copying, emailing, scanning, phone calls, etc.
o Rates, spreadsheets
o Office organization
o Projects
o Travel arrangements
o Sort Monthly Credit Card receipts
Accounting / Administrative Duties:
o Mail distribution: get mail from reception/sort, distribute to proper personnel.
o Scan appropriate mail to Lauren Cole & file until ready for check prep and mail
o Deposit checks / File checks and backup deposit report
o Bill pay / File backup paperwork
o Enter bills
o Purchase orders: if and when required to generate PO, gather all necessary information, back-up, generate PO from FM. Print and have it approved and hold until invoice is received.
o Bills: make copies of outside vendors
o Scan, review & shred confidential documents
o Light bookkeeping
o Other projects as assigned
Social Media:
o Post 3-5 times a week to Facebook, Instagram, Twitter, etc.
o Post blogs on website
o Keep website data updated
Support for other Executives:
o Clerical help
o Travel arrangements
Secondary Responsibilities include (but not limited to):
• Assisting in Holiday planning, decorating and client gifts / cards
• Assist in planning and researching company outings and events
• Any other tasks that come up