Administrative Assistant | Firebirds

21 hours ago

Palm Desert, United States AEG Full time
In order to be considered for this role, after clicking "Apply Now" above and being redirected, you must fully complete the application process on the follow-up screen.

Overview

The Administrative Assistant provides support in handling phone calls, managing calendar appointments, managing travel arrangements, managing scheduling and meeting plans, preparing documents and presentations (using Word, Excel, and PowerPoint and other web-based software products).

The hourly rate for this position is $25 to $28.

For FT roles: Benefits: Health, Dental and Vision insurance, 401(k) savings plan, 401(k) matching, and paid time off (vacation days, sick days, and 12 holidays)

This position will remain open until December 31, 2024.

Responsibilities
  • Develop and produce Powerpoint presentations or Excel spreadsheets as requested by VP Marketing
  • Schedule and maintain calendar via outlook
  • Generating reports using Excel
  • Schedule and maintain calendar for VP, Marketing and Creative via Outlook
  • Create, update and maintain a catalog of marketing materials for prospective clients presentation materials for existing clients
  • Manage expense management for the Senior Manager and the team of consultants book travel for the team
  • Act as an administrative support resource for the VP of Marketing & Team Business Services
  • Assisting with technical issues and contact appropriate vendors as necessary (copiers, faxes, computers, phones, ENO Boards, laptops)
  • Ensuring all areas of the office are neat (waiting room, pantry, offices)
  • Provide assistance with scheduling meetings, calendar updates and other administrative duties
  • Manage and maintain demanding schedules with little direction
  • Independently perform support functions including coordination of complex internal and external executive meetings/calls, preparing correspondence, hosting visitors, routing information requests, booking travel and organizing team meeting
  • Create and edit presentations, forms, documents and spreadsheets
  • Assist in tracking expense and purchase order workflow and ensure that they are prepared and submitted on a timely basis
  • Take ownership of business priorities and needs across the organization

Qualifications

Qualifications for Administrative Assistant
  • Discretion and ability to handle confidential matters a must
  • Ability to multi-task, understand priorities, and balance workload
  • Experience working as Executive Admin and with moderately large team, able to juggle, prioritize
  • 4+ years Administrative experience with minimum Associates Degree or higher preferred
  • Strong experience producing written communication
  • Managing deadlines to ensure projects are on-time

Skills for Administrative Assistant
  • Excel
  • PowerPoint
  • Word
  • Publisher
  • Similar software
  • Skill in using computer software
  • MS Office product suite
  • Outlook
  • Excel and PowerPoint
  • Microsoft Office

Desired experience includes:
  • Must have ability to handle numerous tasks in an efficient and timely manner
  • Minimum of two years' experience in an Administrative Assistant position
  • 1 year of marketing, event planning, or similar experience preferred
  • Meeting preparation (ordering food, having coffee ready, preparing conference room)
  • Managing Office Task Binder (consists of staff administrative requests)
  • Website editing (add/remove content to our website as needed)
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