Job description

Job Description:

We are seeking an Administrative Assistant to support the internal Multimedia and Design team of our Corporate Communications Department. This person will perform a wide range of administrative and office support activities for the team to facilitate the efficient operation of the group.

Principal Duties and Responsibilities:

• Primary Phone Coverage for the main studio phone line - answer, screen, and transfer inbound phone calls, check VM, and forward messages to the correct contact

• Receive and direct visitors and clients

• Mail/Messenger: Receives and directs all Mail/UPS/Fed Ex packages. Creates UPS labels, Coordinates delivery of packages to the mailroom, loading dock, etc., schedules messengers, tracks shipments, mailroom pickup, and receives/coordinates rental deliveries and returns.

• Assist with scheduling and coordinating meetings/appointments for the team when requested

• Assists with travel arrangements/car service for freelancers and senior staff, reconciling and submitting expense reports for approval through Concur

• Proofread, edit, and format documents

• Assists with Duplication/File share requests

• Filing/Record Retention: assists with filing and keeping record retention schedule; prepares and ships boxes to/from our internal and external archive locations

• Catering: Schedules /orders food for crew or clients on production days

• Organizes and maintains office common areas; schedules maintenance calls to Building Services when needed

• Maintains stock of office supplies and orders as needed

• Provide general administrative and clerical support for staff / Operations and Administration team to support overflow work, including data entry into Production Management software, general internet/intranet research, purchasing, invoice processing, ad-hoc projects, committees, and or group events

Job Types: Full-time, Contract

Salary: $18.00 - $25.00 per hour

Schedule:

• 8 hour shift

Experience:

• Multimedia/Design Production: 2 years (Preferred)

Work Location: In person

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