Executive Administrative Assistant
SAG-AFTRA
Los Angeles, CAThis was removed by the employer on 3/22/2019 11:19:00 AM PST
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Full Time Job
POSITION PURPOSE: The Executive Administrative Assistant provides support to our elected President, Executive Vice President and Secretary-Treasurer. Responsibilities include: representing the office to other industry executives, interacting with SAG-AFTRA elected leadership and union membership, scheduling meetings and travel, coordinating projects, meeting/event planning, answering phones, records management and preparing correspondence in a confidential and an often fast-paced environment.
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.)
• Assists with event and meeting preparation to include: sending announcements, securing venues, arranging refreshments, preparing handouts.
• Prepares for teleconference / video conference committee meetings and other industry meetings consisting of: scheduling meeting dates, organizing calls, preparing documents, etc.
• Institutes follow-up on pending matters, and completes assignments independently.
• Manage unique and ongoing projects, supporting SAG-AFTRA initiatives.
• Will work with Guild staff in other departments to leverage information, expertise and industry connections for the achievement of the Guild’s goals.
• Process expenses for each elected official and file as required per the individual to finance or for reimbursement. Pick up checks, deposit as requested/required.
• Prepares outgoing mail for distribution through various mailing systems (e.g. inter-office, US Post Office and FedEx, etc.).
• Researches and prepares special reports and memos as needed.
• Answers telephones lines and directs calls as appropriate.
• Answers routine inquiries.
• Assists in the organization and maintenance of department.
• Coordinates and prepares travel arrangements and itineraries when needed.
• Composes original correspondences on behalf of supervisor.
• Conducts document and file maintenance.
• Creates and maintains databases.
• Assists with projects as determined by supervisor.
• Performs other duties as assigned or as the situation dictates.
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.)
• The ability to respond to difficult situations and individuals in a tactful and diplomatic manner.
• The ability to correspond and communicate professionally with senior staff, committee members, board -members and industry executives.
• Can accurately type 40 WPM.
• Proficient in Microsoft office products: Word, Excel, and Outlook.
• Strong organizational skills, with the ability to coordinate multiple tasks under daily deadlines.
• The ability to work under pressure.
• Can work independently and take initiative in correlating and alleviating the administrative workload needs of the department.
• The ability to communicate effectively in English, both in verbal and in written form.
• The ability to maintain confidentiality and exercise diplomacy in all matters.
• The ability to work in an environment where impromptu meetings and deadlines often occur.
• Must be able to maintain professional demeanor in the face of demanding personalities.
• Must be able to work in a challenging environment where constructive feedback from others is encouraged.
• 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.
• Hold yourself and others accountable for a high level of performance and integrity.
• Have an understanding and awareness of worker rights impacting SAG-AFTRA members.
• 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.
MINIMUM QUALIFICATIONS:
• High school diploma required.
• Minimum 5 years of work experience in an assistant position required.
• Experience supporting executive staff.
PREFERRED BACKGROUND:
• Some college or an equivalent combination of education and experience preferred.
• Experience using Oracle is a plus.
TESTING REQUIREMENTS:
• Basic skills- math, spelling, grammar and filing – passing score: 76%
• Word and Excel (basic, intermediate and advanced) – passing score: 76%
• Typing Test – 40 WPM
• Writing test.