Administrative Assistant, Workplace Services

3 weeks ago

Beverly Hills, United States United Talent Agency Full time
UTA seeks a detail-oriented Assistant to support the Director of Corporate Services in a fast-paced Corporate Services Department in Beverly Hills, CA. The ideal candidate will have prior professional office work experience with excellent organizational skills and the ability to manage multiple projects at once. The candidate must thrive in a project-heavy, fast-paced environment, demonstrate a passion for the entertainment business, have a high-level attention to detail, and have the ability to navigate shifting situations and last-minute changes.

This is a full-time position with benefits and will pay $24.00 to $25.00 per hour.

What You Will Do

• Provide exceptional administrative support to the Director managing a high volume of scheduling, coordinating, managing of logistics for meetings across multiple attendees

• Manage guest office hoteling calendar scheduling, and set up before use of space.

• Work closely with People Operations team to help process access card and parking activations and deactivations, and track/manage reporting.

• Process work orders with building engines for each including overnight parking requests.

• Save and track all expenses and code P-card transactions online, and process check requests as needed.

• Handle LA Transportation Program and manage all communications and process efficiently.

• Answer email inquiries about the facility by clarifying desired information; researching, locating, and providing information.

• Work closely with IT and Facilities to assist with setting up new employee office or work space with equipment and supplies.

• Provide additional team support and assist with special projects as needed

• Prepare monthly expense reports for review & submit to accounting for approval

• Assist with employee moves coordination.

• Submit orders of snacks and beverages weekly online.

• Retain receipts for all catering services and track regularly on the spreadsheet.

• Additional tasks and projects as needed.

What You Will Need

• 2+ year of prior administrative experience in facilities or similar role in a fast-paced office environment

• Bachelor's degree strongly preferred but not required

• Demonstrate excellent customer service with a positive attitude

• Self-starter; able to learn new functions quickly and accurately

• Work well under pressure and able to meet deadlines and adjust to changing priorities

• Extremely detail-oriented, organized and able to multi-task in a fast-paced environment

• Exercise good judgment with sensitive and confidential information

• Capable of managing several projects simultaneously with minimal supervision

• Highly professional with excellent judgment and maintain a high level of discretion and confidentiality

• Excellent communication skills - both written and verbal

• Ability to work overtime as needed

• Ability to lift/move items that are 25 lbs or more

• Highly proficient with Microsoft Office Suite (Outlook, Excel, Word, PowerPoint)

• Familiarity with other platforms and systems (Zoom, Slack, Box, Concur, and Workday)

• Ability to liaise with key senior-level executives, internal staff at all levels and external clients & partners

• Ability to work under pressure in a fast-paced environment

• Positive, self-motivated attitude, and maintain professional demeanor at all times

• Effective time management skills with ability to meet deadlines and adjust to changing priorities

• Must be organized with a strong attention to detail

What You Will Get

• The unique and exciting opportunity to work at one of the leading global entertainment companies

• Access to the tools, leadership, and resources you will need to create and drive a center of excellence

• The opportunity to do the best work of your career

• Work in an inclusive and diverse company culture

• Competitive benefits and programs to support your well-being

• Experience working in a collaborative environment with room to grow

UTA unites ideas, opportunities, and talent. The company represents some of the world's most iconic, barrier-breaking artists, creators and changemakers-from actors, athletes and musicians to writers, gamers, and digital influencers. One of the most influential companies in global entertainment, UTA's business spans talent representation, content production, as well as strategic advisory and marketing work with some of the world's biggest brands. Affiliated companies include Digital Brand Architects, KLUTCH Sports Group, Curtis Brown Group, and MediaLink. UTA is headquartered in Los Angeles with offices in Atlanta, Chicago, Nashville, New York, and London.

UTA and its Affiliated Companies are Equal Employment Opportunity employers and welcome all job seekers including individuals with disabilities and veterans with disabilities. Reference: ECNJOBID-66-78-3-201 in the application

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