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Administrative Assistant
Entertainment & Media Industry Company
San Rafael, CA, United States
Job Details - this job has expired, please see similar jobs below
Principal Duties and Responsibilities
Administrative Support:
• Manage and maintain calendars. (May) make business travel arrangements and manage travel itineraries. Plan and coordinate events and meetings on and offsite, including preparation of meeting materials.
• Maintain email aliases, distribution lists and shared directories. Responsible for maintaining permissions. Manage information by organizing and tracking on
databases to synthesize and generate reports.
• Assist with management of departmental budget. Track purchases and generate expense reports. Ensure department bills are paid in a timely manner. Serve as
point person for departmental purchases, including but not limited to PC tracking and overall asset management.
• Maintain confidential material related to employees and company operations. Coordinate with HR Records to process new hire employee paperwork. Track
expenditures related to employee rewards programs. Coordinate and compile feedback for performance reviews. Track and record goals on performance reviews.
• In some locations may serve as onsite support person for Facilities/Building Management, including space management, security, and emergency contact
maintenance. Other ongoing activities may include shipping & receiving (incoming/outgoing) and maintaining inventory and supplies.
• (May) provide coaching to less senior Administrative Assistants
Administrative Support
Provide meeting support. Prepare agendas, take notes and distribute meeting minutes and presentations. Track action items and communicate status
• Facilitate manager and staff communication. Answer phone calls / direct (or redirect) calls. Draft letters, memos and emails. Create presentations and maintainorganization charts. (May be responsible for) maintaining and updating websites, including building or redesigning pages. (May) review and prioritize manager’s email and respond on behalf of manager. Pro-actively escalate issues that need manager’s immediate attention.
• Develop and maintain positive working relationships with staff, internal departments and outside vendors to effectively coordinate activities and collaborate on special projects. Manage information flow within department or organization unit and communicate new corporate policies/programs that affect team members.
(May) serve as liaison between corporate office(s) by disseminating key communication pieces and distributing materials.
Company is proud to be an equal opportunity employer and considers all qualified applicants without regard to race, gender, disability, veteran status or other protected category.
Company will consider for employment all applicants with criminal histories consistent with the San Francisco Fair Chance Ordinance and any other state, federal or local law