Administrative Assistant (Executive Support)

You deserve a job you love
Volt is hiring for an Administrative Assistant (Executive Support) in Glendale/Burbank, CA.
Ideally with previous Entertainment industry experience.
Reduce your Commute (Hybrid opportunity- 4 days on-site, 1 day remote. Must be flexible with the department schedule and needed on-site).
As an Administrative Assistant you will:
• Provides day-to-day administrative support to the Director and team
• Manage the planning, coordination, and execution of significant business travel (domestic and international), including trip logistics and itinerary, meeting coordination, and remote support of executives who are out of the office
• Perform administrative duties including, but not limited to, screening and routing phone calls, managing calendars, processing invoices and expense reports, scheduling meetings requiring significant coordination and follow up, and ensuring timely and effective communications
• Interface with various departments and external organizations, both private sector and government
• Create a multi-city travel itinerary, taking into account time zones, weather delays, traffic and fatigue levels
• Interface directly with other senior executives and their support teams – your ability to work well with people on all levels is a very important part of your job;
• Review your leader's schedule to build-in time for things like traveling to their next meeting
• Understand the day's priorities so you can be strategic about managing daily tasks;
• Schedule conference rooms, meetings and video chats
• Be ready to throw the entire schedule out the door when an emergency comes up, then pick it up again when the dust settles
• Handle extremely confidential, sensitive information, remembering that the company is a publicly traded company
• Assist with on-boarding new employees – you'll be the "friendly face" that newbies count on to answer all their questions, including some who are extremely senior in the organization
• Act as "casual buyer" of all office supplies for the department, and manage purchase orders and vendor contracts
• Prepare regular reports and summaries -- you'll have tasks that you "own" completely
• Collaborate on projects by conducting research, writing and fact-checking
• Plan high-profile, complex events like movie premiers, product launches and offsites as well as smaller-scale gatherings such as service recognition parties
This is a full-time 12-month hybrid contract.
The ideal candidate will have:
• 3 years of experience supporting an executive or several executives at the Director level or above
• Sharp written and verbal communication skills, including flawless grammar and a rich vocabulary
• Desire to immerse yourself fully and learn all aspects of your executive's business;
• Ability to multi-task and prioritize deadlines/deliverables
• Strong proficiency with all types of computers, phones and office equipment, as well as mastery of Microsoft Office programs, SAP, Confluence, Concur, and working in a Windows environment
• A calm head and steady hand to deal with the unexpected
• "EQ" skills to build bridges, forge alliances and encourage people to want to work with you
• Complete reliability handling confidential, often highly sensitive information;
• Desire to truly be helpful to your leaders and co-workers, to go the extra mile without being asked
• Some flexibility in your schedule – we value work/life balance, but in a pinch, a bit more time is needed
• Very strong organizational skills and extreme attention to detail
• A highly professional demeanor, positive outlook and a can-do attitude
Pay Rate: $23.00-25.93/hr.
*Pay range offered to a successful candidate will be based on several factors, including the candidate's education, work experience, work location, specific job duties, certifications, etc.
Qualified candidates should APPLY NOW