Administrative Assistant, Service Operations

This is a Full Time Job

“What would you say you do here?”
• Schedule meetings and appointments for the VP and their direct reports.
• Manage multiple calendars for internal leaders and effectively coordinate with external studio partners.
• P1 Incident Studio Communications: Collaborate with the incident management team and technology leadership to craft and communicate operational impact studio wide.
• Schedule interviews for recruitment and hiring managers; inclusive of phone screens, virtual and in person.
• Coordinate and book travel, including flight reservations, hotel accommodations, and vehicle rental.
• Manage and submit department expense reports in a timely manner.
• Maintain meeting agendas and take detailed notes for department and project meetings.
• Organize departmental events and assist with broader technology events including but not limited to: calendar holds, securing event space, reserving tables, ordering and picking up beverages and food.
• Process weekly status reports, including distribution and archiving reports.
• Coordinate department visitors per company policy; initiating drive on requests and escorting visitors.
• General office duties, such as maintaining and tracking office supplies that may be needed.
• Work as part of a team; backing up and covering for other administrative assistants when they are out of the office or need assistance.
• Special projects as needed.

Qualifications

“What do I need to have in order to do this job?”
• Requires a minimum of 5 years of administrative assistant experience.
• Excellent communication skills; written, verbal and interpersonal and strong emotional intelligence.
• Must be confident and have the ability to interact with employees at all levels of the organization.
• Proactive and anticipatory.
• High ethical standards and the ability to handle confidential information.
• Must possess strong technical skills including Google Workspace MS 365 (PowerPoint, Excel and Word).
• Strong organizational skills with the ability to multitask and be self-directive.
• Strong problem solving and critical thinking skills are a must for this position.
• Must be collaborative and able to work independently and as part of a team.

“What can I offer?”
• A bachelor’s degree is preferred.
• Administrative assistant experience preferably in entertainment or technology/software.
• Google Workspace and experience with a variety of video conferencing applications is strongly preferred.
• Other useful skills include familiarity with Mac and Linux platforms, JIRA, Adobe Photoshop or other image editing software.
• Interest in Technology focusing on Systems and Infrastructure Operations is a plus.

Hybrid: This position has been designated as hybrid, generally contributing from the office a minimum of four days per week.