This job has expired, please see additional jobs below
Administrative Assistant, Global Theatre Design and Projects Team
IMAX Corporation
Mississauga, , Canada
Job Details - this job has expired, please see similar jobs below
What we’re about
IMAX is not your everyday entertainment experience, so it’s not surprising that IMAX employees and their careers go beyond the ordinary. Our employees share a passion for quality in everything they do. Our Hollywood people are movie business insiders with years of production experience. Our technology experts are unashamedly geeky – people who can talk for hours, and be riveting, about color gamut and lasers. Our business people are consummate sales and marketing professionals who are spreading the IMAX word around the world.
Of course we offer all the benefits you’d expect from a company with over 40 years of history. Yet, beyond this, we know everyone works differently and is motivated by different things. That’s why we offer competitive pay and a wide assortment of benefits – to help you make the most of your life at work and away from it.
As the world’s leading entertainment technology company, IMAX has revolutionized the way people experience movies. Specializing in immersive motion picture technologies, our employees are driven by a passion to take audiences around the world to places they’ve only dreamed of.
Come explore IMAX – where innovation, creativity and passion come together.
Required Skills:
What you’ll be doing:
This position performs full clerical, administrative and general office duties for the Global Theatre Design and Project team.
Administrative Assistant support to the Senior Manager, Theatre Projects:
• Gather information from internal sources and prepare installation packages to be uploaded to FTP site.
• Ensure expense claims and invoices are reviewed, approved and submitted in a timely manner both internal and external contractors.
• Maintain SAP CATS time management system, prepare quarterly charge time reports. Ensure all timesheets are submitted, correct and adjust if necessary prior to approval.
• Set up folders for Filing for all theatre contracts. Electronic, hard copy, as well as FTP site.
• Retrieve and save documents to our projects library from our internal document control system ETQ, emails, as well as our FTP site.
• Review and ensure cell phone plans are adequate, order new phones/accessories as needed, cost code monthly Rogers bill.
• Organize and maintain department Travel calendar in Outlook;.
• Scan, distribute and save copies of documents as requested.
• Order office supplies and monitor spending vs annual budget.
• Prepare Excel spreadsheets and PowerPoint presentations as needed.
• Collect and distribute mail and couriers as well as arrange courier shipments.
• Maintain departmental attendance, overtime reporting and vacation scheduling.
• Assist in managing document retention and confidential files.
• Assist with training new hire’s on our administration processes.
• Maintain internal administrative documents and process plans, ensure all team members are informed of any changes or updates.
• SAP sales order entry and purchase requisition entry as requested.
• Complete special projects and other duties as assigned.
• Administrative support to Global Theatre Design and Projects Team
• Answer calls for SVP, VP and Senior Director
• Review and verify receipts for department staff expenses prior to approval.
• Assist with preparing required materials for meetings, conferences and other events.
• Request custom travel letters from Human Resources, ensure letters are prepared and sent to Installation Supervisors in a timely manner.
• Process cash advance and overtime payout requests.
• Prepare and process expense reports as requested.
• Prepare timesheets on behalf of team members in SAP as requested.
• Arrange and track courier shipments door to door.
• Complete special projects and other duties as assigned.
What we’re looking for:
• Minimum of five years of experience as a administrative assistant.
• Outstanding oral, written, and interpersonal communication skills including a professional and adept phone manner.
• Proven ability to handle confidential and sensitive information with tact and discretion
• Proficiency with Microsoft Office: Word, Excel, Outlook, and PowerPoint.
• Project management skills; ability to prioritize multiple projects and adjust workload accordingly.
• Ability to work well under pressure, juggle tasks and work efficiently against deadlines as well as the flexibility to work overtime as necessary to meet deadlines.
• Ability to work effectively, efficiently and independently with minimal supervision, anticipate needs and make necessary/appropriate decisions independently.
• Proven self-starter, punctual, energetic, self-motivated with strong work ethic.
• Flexible, adaptable, personable, and a supportive team player.
Please apply online. We thank all applicants for their interest in IMAX but only those selected for an interview will be contacted.
IMAX is an Equal Opportunity Employer.