Administrative Assistant
2 weeks ago
We are a well-known creative arts company in Hollywood, California and are looking for an enthusiastic, organized, and self-driven individual to join our team in a full-time capacity. The Administrative Assistant is responsible for assisting all Administrators, Program Coordinators, and the Artistic Director with client sessions, workshops, and special tasks.
Our perfect candidate will assume an important role in providing support for every aspect of the customer journey of our clients. The position requires a strong work ethic, ability to multitask, prioritize weekly and monthly deadlines, excellent written and verbal communication, strong organization, kindness, grace under pressure, and tech-savviness. As a small business, our employees wear many hats. We work as a team and expect strong collaboration and support from each other in the office.
Primary duties of this position include:
• answering and directing phone calls to relevant staff,
• scheduling client sessions, meetings, and appointments,
• serving as point of contact for a range of staff, clients, and vendors,
• preparing documents for client sessions, meetings, and special tasks and implementing as necessary,
• maintaining accurate website and webstore content,
• uploading all relevant client materials to internal website,
• taking notes and minutes in meetings,
• greeting and directing visitors and clients for in-person meetings,
• coordinating Zoom meetings and breakout rooms,
• using MailChimp to communicate with clients and maintaining MailChimp database,
• updating the webstore with relevant offerings, pricing, and dates,
• processing payment receipts from clients,
• generating email confirmation of sessions to clients and staff,
• keeping client lists and session calendars current,
• implementing processes and procedures to utilize the CRM more effectively,
• answering phone calls and troubleshooting client issues and concerns,
• posting client sessions to the internal website,
• special projects and troubleshooting of client's concerns as applicable.
Candidates must:
• be proficient on PC, MAC, Word, Excel, Microsoft Outlook, Microsoft Teams, Microsoft CRM, Zoom and Google Docs,
• be extremely detail oriented,
• be great at problem-solving and have superior organizational skills,
• be self-motivated and forward-thinking about upcoming client and staff needs,
• be excellent at managing tasks and assignments,
• be outstanding at time management and meeting deadlines,
• be attentive to grammar and syntax and have excellent verbal communication skills,
• be able to work in a fast-paced, team-oriented environment,
• be able to work both supervised and autonomously,
• love people.
Knowledge of the film, television, and theater industry is a plus but not required.
Location: in-person in Hollywood, California.
Hours: a minimum of approximately 30-32 hours per week through a combination of the following schedules:
Mondays - Thursdays 4:00 pm – 9:00 pm (Wednesdays and Thursdays will alternate)
Fridays 11:30 am – 8:00 pm
Saturdays 9:00 am – 5:30 pm
Application: please provide us with your resume and a cover letter in which you outline your salary requirements and share an interesting fact about yourself. In addition, please tell us why this position would be the perfect fit for your life.
We are looking to fill this position very quickly.
Company DescriptionProminent Hollywood creative arts company.Company DescriptionProminent Hollywood creative arts company.-
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