Administrative Assistant
SAG-AFTRA
Boston, MAThis was removed by the employer on 12/10/2018 11:19:00 AM PST
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Full Time Job
POSITION PURPOSE: The Administrative Assistant will provide administrative support to the Freelance Department of New England Local office and other staff as needed. This position will perform all basic clerical and office tasks, as well as support the local with administrative duties on a regular or assigned basis.
Responsibilities
ESSENTIAL DUTIES & RESPONSIBILITIES:
(This section provides a general summary of the most significant job duties performed. It does not explain in detail every single duty performed.)
• Prepare/process signatory requirements and documents for Student, Short Project and Low Budget New Media Agreements, including but not limited to, reviewing applications, entering data, sending for signatures and follow up communication.
• Track and ensure receipt of necessary post production documents
• Assist Business Rep. in reviewing low budget productions: Review Final Cast Lists and watch for potential claims
• Enter claims filed by Business Rep. in Oracle database
• Process paperwork to return security deposits, prepare closing letters to producers and send out copies of executed agreements
• Respond to basic inquires
• Support Business Representatives; Provide administrative support and assistance as needed
• Process cast work clearances and enter Taft Hartley reports in database
• Document scanning, retrieval, and filing all signatory/production records including payroll and pension and health records, security deposit records, notes, and maintain inventory spreadsheet for file locations
• Performs other duties as assigned
Qualifications
REQUIRED KNOWLEDGE, SKILLS & ABILITIES:
(The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of this job with or without reasonable accommodation, using some other combination of skills and abilities.)
• Must be highly proficient in all aspects of the position, with a track record of mastery and success at administrative support responsibilities.
• Demonstrated proficiency in PC software applications such as MS Word, Excel, Outlook, Oracle; strong spelling and proofreading; database data entry.
• Must maintain consistent professional and articulate telephone manner.
• Excellent communications skills
• Ability to communicate effectively in English, both orally and in writing.
• Ability to work independently and as part of a team.
• Demonstrated initiative regarding follow-up procedures on pending matters.
• Must be detail oriented.
• Ability to organize, prioritize and coordinate multiple tasks under daily deadlines.
• Ability to work under pressure.
• Ability to be discreet with sensitive and confidential matters.
• Ability to retrieve and relate information accurately and promptly.
• Superlative interpersonal skills: high degree of patience and tact. Must be able to cultivate respectful, strategic and collaborative relationships with people from diverse backgrounds both internally and externally.
• Have an understanding and awareness of worker rights impacting SAG-AFTRA members.
• Hold yourself and others accountable for a high level of performance and integrity.
• Capable of taking direction from more than one supervisor.
• Must be able to work in a challenging environment where constructive feedback from others is encouraged.
• Must maintain regular and acceptable attendance at such level as is determined at SAG-AFTRA’s sole discretion.
• Must be available and willing to work extended hours (and/or overtime for applicable non-exempt positions) per day or per week, including weekends and holidays, as SAG-AFTRA determines is necessary to meet its business needs.
• Must be available and willing to travel to such locations and with such frequency as SAG-AFTRA determines is necessary or desirable to meet its business needs.
In addition, we will assess the following competencies as part of the candidate evaluation process.
• Functional/Technical Skills
• Integrity and Trust
• Managing and Measuring Work
• Organizing
• Time Management
• Communications
MINIMUM QUALIFICATIONS:
Education
and/or Experience:
• High school diploma, administrative assistant and/or equivalent combination of education and experience.
• Previous support experience required.
• Previous experience in entertainment industry a plus.
Certificates, licenses, and/or registrations:
• N/A
TESTING REQUIREMENTS:
• Typing test: 45 WPM
• Microsoft Word, Excel tests (basic, intermediate, and advanced) – passing score: 76%
• Basic skills test (spelling, math, grammar and filing) – passing score: 76%
• Writing test