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Administrative Assistant
Entertainment & Media Industry Company
Los Angeles, CA, United States
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Company is the world’s leading sports and live entertainment company with operations in the following business segments:
•Company Facilities, which with its affiliates owns, manages or consults with more than 120 venues
•Company Presents, which is one of the largest live music companies in the world dedicated to live contemporary music performances, including producing and promoting global and regional concert tours, music events and world-renowned festivals
•Company Sports, which is the world’s largest operator of sports franchises and high-profile sporting events
•Company Global Partnerships, which supports each of Company’s divisions through worldwide sales and servicing of sponsorships including naming rights, premium seating and other strategic partnerships
•Company Real Estate, which develops major sports and entertainment districts worldwide
With offices on five continents, the company uses its global network of venues, portfolio of powerful sports and music brands, ticketing and content distribution platforms and its integrated entertainment districts to deliver the most creative and innovative live sports and entertainment experiences that inspire athletes, teams, artists and fans.
The Administrative Assistant-Human Resources provides administrative support to the VP Employee Services and general HR and office support. This includes front line servicing of staff, vendors, and visitors. This position ensures all Employee Services unit groups receive the supported needed to continue a cohesive and united business.
Essential Duties:
•Provide administrative support to the VP Employee Services and assist with any and all business needs including but not limited to, calendar maintenance, expense reports, and travel coordination.
•Greet, screen, and direct visitors. Answer, assist, and direct all personal, fall-back, and ES related phone calls. Receive and deliver messages to the correct individuals to ensure all ES divisions are working/communicating collectively. Answer & explain general Employee Services related questions with regards to benefits, payroll, HR, systems.
•Date stamp, sort and distribute physical mail daily. Maintain confidentiality with sensitive material, & direct it accordingly.
•Assist office employees with ordering, moving, storing, and distributing office supplies within the kitchen area, and all other public use areas of the office ensure the office is well kept maintained and manage conference room; schedule, maintain, and cancel meetings. Order and keep inventory of department parking validations.
•Assist HR team members with new hire paperwork, department P Card, filing confidential documents, termination paperwork, and or creating new employee files. Help with year-end HR file storing.
•Assist Company employees with system related questions with regards to, Ultipro rest for time off, timesheets, benefits enrollment, new hire set up.
•Maintain, process, and keep accurate records of the American Express Corporate Card Program by submitting applications, cancelling cards and helping with employee questions.
•Assist with verifying and validating employee data in Human Resources Information System.
•Organize and help plan staff events such as holiday gatherings, birthdays, anniversaries, etc.
•Maintain and help process the department AMEX Purchasing card along with processing department invoices or check requests.
•Assist other ES teams such as Benefits department, HRIS department, payroll department, Compensation department, Talent Management department with projects and overall ES projects as needed.
Required Qualifications:
•A minimum education level of: High School Diploma or its equivalency (Bachelor of Arts/Sciences Preferred)
•Years of related work experience: 1-2 years administrative experience
•Strong customer service skills
•Proficiency with Microsoft Office Products (Word, Excel, and Outlook) and ability to learn business related computer systems.
•Excellent oral and written communication skills
•Maintains professional disposition at all times, especially when interacting with high level executives
•Highly organized and able to quickly access records and information
•Ability to work on multiple and competing priorities, and meet tight deadlines
•Inquisitive with a desire for continued learning
•Ability to maintain strict confidentiality when working with sensitive employee and business data
Company reserves the right to change or modify the employee’s job description whether orally or in writing, at any time during the employment relationship. Company may require an employee to perform duties outside his/her normal description.