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Form of workJob Description
Administrative Assistant
We are seeking a temporary Administrative Assistant for the Senior Vice President for Social Impact at our Entertainment Group. This role is covering for a parental leave for our team’s operations specialist. You will be a critical part of a low ego, high impact team using the superpowers of our brands to create meaningful change around pressing social issues from mental health to racial justice to voting access.
We are seeking someone with obsessive attention to detail and excellent communication skills to provide administrative support to the Senior Vice President and management of day-to-day operations for the Social Impact team. The position will include frequent contact with high level executives and outside partners.
Responsibilities:
- Maintain SVP’s calendar, which includes a high volume of scheduling and preparation of meetings both internally and externally. Serve as a point person for all meeting requests, agendas, documents and questions. Create attention-grabbing decks and assist in preparing presentations.
- Assist with the coordination and set up of special projects, bookings, and events – as well as managing internal and external requests for these events.
- Prepare SVP travel arrangements, including a trip itinerary and schedule.
- Maintain an organized and complete filing system of department documents and records
- Process, submit and file expenses & invoices.
- Maintain department office equipment ordering. Provide daily operational management and contact with Facilities, Help Desk, A/V and Telecom.
- Help manage and oversee the Social Impact team’s budget by ensuring that all financial records are compiled and maintained accurately. Cross-check monthly expense reports from our Finance department with a close attention to detail, catching discrepancies and ensuring consistent alignment throughout the fiscal year.
- Serve as the primary point of contact for all vendors, communicating with them clearly and effectively to ensure that expectations are managed throughout each transaction process.
- Manage backend payment systems such as (but not limited to) Ariba and Benevity, processing invoices, and ensuring vendor payments are received in a timely manner. Exercise thoughtful judgment as to the best means of payment for each vendor depending on their unique circumstances and the outlines of their agreement.
- Serve as the finance liaison to various internal constituencies, identifying and resolving problems as they arise and using independent judgment to keep supervisor and surrogates informed of all matters that require further attention. Prepare weekly and quarterly reports for SVP and others to ensure there is an open line of communication about the status of spending.
Requirements:
Basic Qualifications:
- 5 years minimum executive/Administrative Assistant experience; entertainment or Social Impact experience preferred
- Excellent written and verbal communication
- Excellent time and project management skills
- Excellent computer skills, especially for a hybrid remote environment (Slack, Zoom, Microsoft, Google suite)
Additional Qualifications
- Highly organized with obsessive attention to detail and follow through
- Able to anticipate needs of the office and respond accordingly
- Able to work in a fast paced environment and multi task; flexible and adaptable to change.
- Love a good problem to solve.
- A team-player who demonstrates initiative and embraces projects with passion and
- enthusiasm
- Able to discreetly maintain sensitive information
- Able to interact confidently with individuals at all levels of organization, particularly senior levels
- Kind to yourself and others, with a passion for social change
Compensation:
- $22.78/hr.- $30.38/hr. (W2)
