Open Jobs:
Title: Administrative Assistant
Duration: 3 Months + possibility of extension
Location: Culver City, CA (Hybrid)
Skills & Competencies:
Strong computer skills (Excel, Word, PowerPoint, Lotus Notes, Internet savvy, EP or Movie Magic budgeting a plus)
Attention to detail and accuracy
Strong written and verbal presentation skills
Superb organizational and time management skills
Proactive and thorough in their approach
Takes responsibility and ownership for tasks
Can work independently to achieve goals and has a positive attitude
Has a global perspective and appreciation for cultural differences
Excellent oral (professional and friendly demeanor) and written (spelling, punctuation, grammar) communications skills
Able to multi-task and work well with others
Discretion and integrity
At ease in fast-paced, high energy, ever-changing work environment
In Depth knowledge of the television/entertainment industry
3-5 years of experience at a busy desk at a streamer studio or entertainment agency
Experience working in a fast pace environment with tight deadlines
Education: B.A., B.S., or equivalent preferred
ACL Digital
Job Description
Some of the requirements of this position include:
• Experience delivering large and/or complex projects.
• Expertise in applying the systems development and project management life-cycle processes involved with implementing I.T. solutions.
• Proven track record of delivering objectives on time and within budget.
• Proven problem solving and organizational skills.
• Demonstrated ability in team motivation and delegation.
• Excellent communication and presentation skills to effectively communicate information to customers and to all levels within the organization.
• This position will deliver projects on time, within budget, while meeting the Client’s expectations.
• Plans, directs, and coordinates activities of departmental technology projects to ensure that goals and objectives of projects are accomplished within the prescribed time frame and funding parameters.
• This position shares responsibility for planning, directing, and coordinating activities pertaining to technology projects for a given business unit. Ensures that project goals are accomplished and in line with business objectives.
• Monitors project activities.
• Leads various system projects to ensure quality products are delivered on time and within budget.
• Drive adherence to PMO quality standards.
• Role model and demonstrate the company’s core values of respect, honesty, integrity, diversity, inclusion and safety of others.
• Leads large and complex system projects to ensure quality products are delivered on time and within budget.
Desired Skills:
Some of the Competencies/Skills required to successfully perform this position are:
• Must have experience with the process of getting a project defined, through PLC process and approval gates.
• Business Analysis experience.
• Highly developed oral and written communications skills.
• Demonstrated ability to work independently and with others.
• High level of analytical ability.
• High level of interpersonal skills to work effectively with others.
• Ability to multi-task and work on multiple projects simultaneously.
• 2-5 years of Project Manager experience.
• Leadership position delivering large and complex projects with experience in integrating different data models into one overall view
• Project Management experience leading new development (SDLC), packaged software implementation, and large system enhancement type projects.
• Understanding of Agile practices and methodology
• Experience leading a highly matrixed project team and vendors.
• Proven track record of delivering objectives on time and within budget.
• Solid knowledge and ability to apply the systems development and project management life-cycle processes involved with implementing I.T. solutions.
• Expertise in applying the systems development and project management life-cycle processes involved with implementing I.T. solutions.
• Proven problem solving and organizational skills.
• Demonstrated ability in team motivation and delegation.
• Excellent communication and presentation skills to effectively communicate information to customers and to all levels within the organization.
• Strong organization skills to manage multiple timelines and complete tasks quickly within the constraints of clients’ timelines and budgets.
Key Responsibilities
Responsible for assembling project team, assigning individual responsibilities, identifying appropriate resources needed, and developing schedules.
Establish and update project plans and budgets with actual and forecasts and, with assistance, manage deviations from plan and project parameters.
Conduct project meetings, project tracking and analysis.
Ensure all project objectives are clearly documented, approved and delivered to meet customer needs.
Communicate timely project status to all stakeholders.
Manage project risk, develop mitigation plans, and escalate decisions and unresolved issues.
Build and maintain master project schedule.
Manage IT project planning cost, schedule, deliverables to meet business need.
Serve as project liaison with business unit, client interface for rollout coordination, prioritization, and task management, and supplier interface for projects under direct control.
Execute Information systems projects including testing, documentation, and support transition.
Track performance criteria for project success criteria.
Responsible for assembling project team, assigning individual responsibilities, identifying appropriate resources needed and developing schedules.
Establish and update project plans and budgets with actual and forecasts and, with assistance, manage deviations from plan and project parameters.
Manage the integration of vendor tasks and track and review vendor deliverables.
Communicate timely project status to all stakeholders.
Manage project risk, develop mitigation plans, and escalate decisions and unresolved issues
ACL Digital
Position: Administrative Assistant – Bilingual
Work Location: Miami, FL / Onsite role
Duration: 3-4 Months Contract
Entertainment Industry
• Bilingual (Spanish/English) with high proficiency in both oral and written is preferred. Preference for professional ability to translate written communications and/or documents (English to Spanish as well Spanish to English).
• Strong working knowledge of office management software applications (Microsoft Office) and ability to master new software applications to support the position. (i.e., Ariba, Concur Expense Systems, SharePoint, Travel requisition/Authorization System, SAP.)
Experience: 3+ years of administrative experience, preferably within a Fortune 500 company, 1+ year of experience within the media/entertainment industry is desired but not required.
Education: Associate Degree or equivalent experience required.
Responsibilities:
Calendars & Phone Coverage (40%): Cover executives’ phones. Maintain Supervisors’ respective, complex calendars, staying on top of all changes. Coordinate conference/video calls with all levels of executives, send calendar invites to attendees with call-in or videoconference details and ensure that all attendees receive an agenda prior to meeting as needed. Reservation of meeting and videoconference rooms required and liaison with IT needed for videoconferencing or laptop loaner needs.
Travel Arrangements & Expense Reports (30%): Arrange domestic and international travel, including booking and confirming flights, research of visa requirements, lodging and ground transportation with Company travel agents and submitting Travel Authorization requests via Ariba program. Consistent follow up to avoid changes in cost. Cost effective research. Prior to executives’ departure, prepare business information packets including itinerary, meeting agenda (includes confirmation of all meeting locations, times, and participants with contact information to ensure successful and productive trips), travel documents, presentations, relevant agreements, and financial binders as needed. Create and track corporate expense reports monthly in Concur Solutions database system to ensure swift monetary reimbursement and ensuring that all corporate expense reports comply with company’s T&E policy prior to submission. Collect receipts from Executives required at the end of each month or upon return from a business trip.
Purchase Order processing and approvals (10%): Process purchase orders in Ariba and SAP. Tracking approval requests for the executives to ensure that travel, payments, corporate expenses, P.O.’s are approved in a timely manner.
Translations/PowerPoint Presentations (10%): Translations from English/Spanish, Spanish/English of emails, memos, letters, and special projects as requested. Preparation of Power Point Presentation and reports for special meetings and other kind of presentations.
Miscellaneous duties and special projects as required (10%): Liaise with clients on a regular basis. Assist through annual special events, conventions, budget meetings, MRP meetings, annual Team Building, with things such as: meetings, movie screenings, ideas, gifts, etc. Work on multiple projects at the same time. Assist visiting executives as needed. Work with IT support to ensure that the executive’s computer, desk phones and business mobile phone equipment are working effectively upon request. Request computer needs, equipment, programs and loaners as needed. Liaise with assistants to executives of other divisions. Maintain friendly open line of communication to address common issues pertaining to Conventions, offsite meetings, etc. Assist with researching, exploring, and implementing acquisition and business development opportunities.
ACL Digital