Administrative Assistant

NOTE - THIS IS A W2 POSITION (USC OR GC)

Location: Universal City, CA

Job Type: Contract W2 

Schedule: Hybrid — 4 days/week onsite (Mon–Thu)

Expected Duration: 3 Months

Rate: $29/hr on W2

The Administrative Assistant is highly organized and detail-oriented with expertise in highly effective communication. They will provide both general administrative support and assist with department optimization projects for the Business and Legal Affairs and Business Operations teams. They must be adept at decision-making as well as collaborating with others in a fast-paced environment.

This position will be directly supporting the 3 VPs of Business/Legal Affairs and Business Operations.

• 3–5 years of strong telephone etiquette, communication, and organizational skills.
• Team player with exceptional interpersonal skills.
• Working knowledge of Microsoft Excel and Word.
• Bachelor’s degree preferred.
• Experience supporting Executives required; Executive Assistant experience preferred.
• Legal department experience preferred.
  

• This role supports 3 Executives — 2 based in California and 1 based in New York.
• Must be able to step in and assist the Head of Department when their Assistant is unavailable.
  

• Manages complex schedules and coordinates meetings with internal and external parties utilizing multiple calendars.
• Coordinates travel schedules and arrangements, including booking flights, cars, hotels, and restaurant reservations.
• Collects required travel documentation.
• Prepares and processes P-card and expense reports in accordance with established divisional travel policy guidelines; ensures the timely processing of expenses utilizing the latest electronic processes for payment to the corporate credit card.
• Maintains proper recordkeeping and filing systems for all work.
• Composes and types routine email correspondence.
• Performs basic administrative tasks including but not limited to typing, scanning, photocopying, and filing.
• Handles extremely heavy phones (including logging, placing, and rolling calls) and acts as backup for other assistants on the team.
• Manages tickets and incident reports for the team to ensure that all business tools and equipment are ordered, repaired, or installed.
• Manages department inventory and orders essential supplies when running low, as well as ad hoc supplies as needed.
• Maintains contact lists and distribution lists, including updating, creating new ones, and deleting old ones.
• Collates and distributes department mail.
• Assists other department members as necessary.
• Completes ad hoc projects as necessary.
• Assists in making arrangements for temporary help, storage, meeting offsites, etc., as necessary.