Administrative Coordinator

3 weeks ago

Santa Monica, California, United States LanceSoft Full time
Job Summary

We are seeking a highly skilled and organized Administrative Assistant I to join our team at LanceSoft. This exciting role requires superior attention to detail, great organizational skills, and the ability to meet tight deadlines and juggle multiple critical requests.

Key Responsibilities
  • Manage the Executive's calendar in a fast-paced environment and anticipate critical events and needs.
  • Plan internal and external meetings, conferences, video conferences, and arrange corporate events.
  • Ensure the Executive is prepared for all meetings, including relevant materials, participants, and background information.
  • Oversee Executive expenses and reimbursements and prepare submission of expense claims in a timely manner.
  • Assist the team in administrative and processing donations and paperwork for our philanthropic goals.
  • Manage travel schedules, booking, and logistics.
  • Uphold a strict level of confidentiality and establish and maintain relationships both internal and external.
  • Provide calendar management support for the team.
  • Take meeting minutes and/or hold meetings on the Executive's behalf or her leadership team when not available.
  • Prepare internal and external corporate documents, presentations, run of show, one-pagers, and other project work as assigned.
  • Develop and maintain databases of key data points for TFMC committees.
  • Work closely with Finance on managing and keeping track of funds.
  • Assist with research projects as needed.
Requirements
  • 1-3 years of administrative assistant and/or advanced administrative support experience, ideally working with senior leaders in a creative environment.
  • Excellent oral and written communication skills and professional presence with a customer service orientation.
  • Remains calm under pressure.
  • Ability to work in a fast-paced environment and perform a variety of tasks with a sense of urgency.
  • Ability to prioritize work tasks and handle appropriately.
  • Ability to redirect and change tasks quickly, and re-prioritize as new needs arise.
  • A team-oriented individual with the ability to deal effectively with all levels of staff in the resolution of problems and the completion of tasks.
  • Ability to process and integrate complex information and appropriately exercise independent judgment.
What We Offer

Strong organizational skills necessary to organize and deal with workload that involves tight deadlines, managing multiple tasks and projects simultaneously as well as confidentially.

Excellent personal computer skills including advanced skills in Microsoft Word, PowerPoint, Excel, Outlook, Visio, and/or Project (or similar program management software) required.

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