Entertainment Careers Casting Calls and Auditions

Sr. Admin Assistant
Westborough, MA
3 Months+ 

Job Description: 

• Performs a variety of administrative duties to ensure that senior leaders are free to focus on business concerns and issues.
• Screen incoming meeting requests, types and composes correspondence, compiles and prepares various business documents and reports, tracks budgetary expenses, makes travel arrangements, files expense reports, organizes and schedules meetings and maintains master calendar for reports to CEC, EES, COO, ExCom, and DH meetings.
• Prepares management presentations. Maintains effective administrative control over various departmental activities procedures or programs. Coordinates and assists on the interviewing, hiring, and onboarding process of new positions.
• Composes routine correspondence ensuring accurate grammar, spelling, and business formats. Sends correspondence to designated addressees. Maintains correspondence files through associated Teams and SharePoint sites.
• Makes travel arrangements for VP, Medical Global PMO and VP, Strategy & Portfolio Management, which involves working with Corporate Travel Department to arrange transportation and lodging as well as tracking and submitting expense reports.
• Prepares and distributes travel itineraries. Arranges dining or other events for internal meetings as requested.
• Reviews and logs travel and entertainment forms.
• Tracks departmental budget expenditures. Analyzes data to record and report on budget variances.
• Organizes and schedules on-site or off-site meetings.
• Ensures that facilities are adequate.
• Arranges for food and beverages.
• Maintains a calendar of itineraries and schedules and coordinates business meetings and conference calls.
• This includes coordinating availability and functionality of equipment and systems with the support of local and global IT. – – Manages expense reports (i.e., prepares, submits, and tracks payment) for VP, Medical Global PMO and VP, Strategy & Portfolio Management § Monitors and maintains adequate quantities of office supplies for the staff.
• Prepares purchase requisitions when inventory levels are low. Selects office products and equipment from vendor catalogues or approved lists of standard office supplies.
• Monitors invoices to ensure billing charges are appropriate assigns the general ledger accounting code and submits the bills for signature.
• Organizes and maintains departmental records, confidential personnel files, and weekly business reports. Maintains logs and other records to track various departmental operations including communications to ensure personnel attendance and PTO records are being kept through Client’s systems (e.g., ADP).
• Coordinates and schedules department meetings (i.e., bi-weekly/monthly staff meetings, quarterly business reviews, etc.) § Participates in and takes notes and summarizes related action plans during bi-weekly staff meetings. Drafts and delivers pre-meeting agendas.
• Assists in creation of management presentations using Microsoft Office (PowerPoint) as needed/requested § Coordinates various departmental activities policies or programs to maintain effective administrative control, which involves maintaining records and logs communicating with various internal and external people. Notifies management of any problems that may arise.
• Assists in gathering documentation relating to HCP Consulting engagements. Includes processing of Purchase Orders and approvals through DocuSign § Coordinates and assists on the hiring and onboarding process of new positions. This includes setting interviews for candidates. For new hires, ordering equipment (e.g., mobile, computer, etc.) and SW requirements per associated role profiles.

Qualification: 

• AS in Business or Administrative field preferred or equivalent experience and knowledge.
• Minimum three years of administrative experience, ideally in an international company
• Strong written and verbal communication skills
• Understanding of the principles of customer service
• Proficient in Word, Excel, PowerPoint, and Outlook (Office 365).
• Detail-oriented with strong planning, organizational and time-management skills
• Must be able to demonstrate agility and multi-task in a very fast-paced environment with shifting priorities
• Customer focus with the ability and desire to help the department and our customers problem solve
• Excellent organizational skills
• Strong technical aptitude including the ability to create and maintain PowerPoint presentations, Word & Excel files; familiarity with Microsoft SharePoint preferred ·
• Superior and concise communication skills both written and oral
• Strong Interpersonal Skills & desire to collaborate in a team environment

TB_HL
TalentBurst, an Inc 5000 company

We are CountryHouse at 5720 S. 25th Street in Lincoln, NE, and are looking for an Administrative Assistant! For the fifth consecutive year; we are certified #17 in Fortune Best Workplaces for Aging Services 2022! Our 30+ years of experience in Senior Living have given us the insight to focus on what matters for our Residents, their families, and our Employees. We take care of those who took care of us and believe in the philosophy – “Never forget the hands that raised you!”

Administrative Assistant position details: You’ll provide clerical support to the Director, staff, and corporate accounting department. This is a position at our front desk that handles receptionist duties and some administrative tasks.

Accounts Payable

• Receive, get approval, scan, organize, and file invoices
• Print, get a signature, and distribute manual checks as necessary

Accounts Receivable

• Submit invoice preferences and additional changes to personnel files to the Corporate
• Maintain move-in and move-out dates and manage resident deposits
• Scan and process the deposit via the CBC website and forward the information to the Corporate

Payroll, Human Resources, And Front Desk

• Fix daily time card punches in Paycom and submit approved PTO each pay period
• Oversee and manage the front desk employees and establish work schedules
• Screen applications, handle new hire paperwork, administer benefits, perform onboarding, and track employee training in Relias
• Forward applicable documents for adding a new employee to the Corporate
• Submit worker’s compensation reports and forms to HR
• Answer phones and offer excellent customer service
• Perform tours for resident prospects and be available to work weekends on occasions based on needs

Administrative Assistant Knowledge

• Prior bookkeeping, file maintenance, and administrative abilities preferred
• Accomplish a reasonable quantity and quality of work, reflecting good time management, job commitment, confidentiality, and ability to prioritize
• Establish and communicate constructively with co-workers, residents, families, visitors, and prospects
• strong English communication skills essential for seamless interaction with both residents and colleagues
• A high school diploma is preferred

We believe in taking care of our employees by offering comprehensive benefits:

• Choice of two health and dental plans, vision, employer-paid life, and many voluntary programs
• One-year subscription to Peleton and/or Apple Fitness+ App for UnitedHealthcare members
• HSA with employer contribution
• 401(k) savings plan with a company match of 50% up to the first 6%
• PTO Accrual on day one
• Company-provided Employee Assistance Program
• Discounted Pet Insurance through Spot
• Free Access to Upwise Financial Planning App
• Education, Certification, and Licensure reimbursement, including up to 100% free college with partnership programs
• Employee Perks and Discount Programs including savings on hotels, rental cars, travel, entertainment, streaming services, electronics, eCommerce, and more!
• Professional Development courses with opportunities for career advancement
• Referral bonuses and recognition programs
• Complimentary Will, POA, Advanced Directive, & Living Trust Services-Mutual of Omaha
• Worldwide Travel Assistance
• A Certified Great Place to Work that provides a fun and respectful workplace

Family-owned and it shows! Agemark Senior Living Communities embraces FOUR core values: Professionalism, Commitment, Integrity, and Compassion. If you believe in doing what feels right, advocate for our elderly community, and want to be part of our Great Place to Work, we would love to hear from you. Be a part of our organization where it’s our job to create a purposeful life for our loved ones and be the change we all want to see in our world. EOE.

IND4
Agemark Senior Living

Location : Horicon, WI, USA 53032

Shift Details : 1st Shift (07:00 am to 03:30 pm) (would entertain shifting between 6-8AM start and

2:30-4:30 end)

Pay Range : $25/hr – $28/hr

Job Description

Performs a full range of administrative support duties of a confidential and challenging nature, typically in support of a unit or the head of a major function. Facilitates work flow through a manager’s office using organizational knowledge to determine how to handle incoming requests and assignments, including work going to and from other managers. May perform a variety of duties commensurate with this level, e.g., develop and maintain intranet web sites, assist with administration and negotiation of car programs, submit financial reports, assist with system and procedures definition, administer payroll; and may receive project work consistent with the skills and skill level found in the job’s other work. Duties: Schedules meetings, coordinates travel arrangements, and maintains appointment calendars on behalf of department managers or supervisors; may coordinate meeting amenities (i.e. refreshments, etc.). Researches, resolves and responds to inquiries/concerns from internal and/or external customers. Escalates complex issues for resolution as appropriate. Gathers, creates, maintains and/or summarizes potentially sensitive or confidential data from various sources in order to complete reports and special projects and/or provide timely information to various customers. Distributes information as appropriate to department members or internal/external customers. May perform analysis of data and resolve discrepancies following prescribed procedures. Updates and maintains databases, systems applications or files to ensure accurate and current information is available for use by others. May develop and maintain more complex web sites with the assistance of basic web-publishing software applications. Receives and refers visitors and telephone callers within the department, which may require referring calls to different divisions, countries, or companies in multiple languages. May organize/maintain records of Supervisor’s or others’ projects and correspondence, following up on pending items; may facilitate/organize workflow through the supervisor’s office, ensuring follow-up items are addressed. May create and maintain sensitive department records; uses data to prepare letters and memoranda at the direction of the supervisor or for supervisor’s signature, and prepares documents for distribution. Conveys supervisor’s instructions and requirements to others, and exchanges information with senior managers on the supervisor’s behalf.

• Create and track Material and Service Acquisitions (MaSAs), External Shipping Orders (ESOs) and Purchase Orders (POs)
• Maintain mailroom organization and office supplies for product engineering teams
• Support product engineering managers by scheduling group meetings, booking conference rooms, procuring items for events, and assist with creation of presentations
• Make arrangements for and coordinate events and celebrations
• Submit and follow-up on engineering office maintenance requests
• General product engineering onsite support
• Assist with Complete Goods Audits
• Assist with new employee on boarding

Required Skills

• Must have HS diploma or equivalent
• Team Environment, available to meet the needs of multiple people and have work integrity
• Must be able to efficiently use standard Microsoft office suite of tools (Teams, Outlook, Word, Excel, Powerpoint) and SAP
• Good organizational skills, detail oriented (good at tracking things to completion), ability to multi-task and handle multiple competing priorities at a time, good at facilitating and coordinating events and celebrations for small groups (25-100 people)
• Must be a People person, reliable, positive “can-do” attitude
• Manager is open to recent grads if they have the right attitude and skillset for the role.
• Manager is also open to experienced candidates as well.
• Role will be 100% onsite in Horicon, WI. Possibility for hybrid schedule as needed.
• Driving with this position: riding mowers and utility vehicles, training would be provided.

Cube Hub Inc.

Astoria in Tracy, CA, an Agemark Senior Living Community is hiring for a Life Enrichment Assistant! For the fifth consecutive year; we are certified #17 in Fortune Best Workplaces for Aging Services 2022! Our 30+ years of experience in Senior Living have given us the insight to focus on what matters for our Residents, their families, and our Employees. Your next job as a Life Enrichment Assistant will have you assist the Life Enrichment Coach with planning and implementing highly customized activities to provide gentle direction, reassuring routines, and life-enriching opportunities for concierge-level residents, using Seasons program curriculum and LifeCycles wellness philosophy.

Life Enrichment Assistant Position Details

• Assist in creating and posting a monthly activity calendar along with a daily schedule.
• Encourage residents to take part in planning activities and use reminiscing techniques to engage individual residents and create “moments of joy”.
• Preserve the appearance of activity areas, program supplies, and equipment.
• Promote positive interaction between residents, families, and community groups.
• Help create memory books for new residents highlighting family, interests, and personal history. Share with staff at the property.
• Help develop and adhere to a monthly program budget. Set quarterly and annual goals. Adjust based on feedback.
• Plan special events to coincide with marketing objectives with leadership staff. Organize recognition of resident birthdays and anniversaries.
• Coordinate transportation and drive the Community vehicle to appointments and outings. Knowledge of community and surrounding city preferred.
• Work scheduled hours based on personnel and Community needs to include possible weekend and evening coverage.
• Maintain confidentiality of information regarding residents, prospects, personnel, and overall property operations.
• Cultivate a high level of integrity and flexibility in this service-oriented environment.
• Promote teamwork, support improvement opportunities, and use problem-solving skills.
• Half of the role will drive, and half of the role will be in Life Enrichment.
• Prior Assisted Living or Senior Care environment of 6 months or more preferred.
• Strong English communication skills are essential for seamless interaction with residents and colleagues.
• Pay range is $18-$20 an hour.

“Agemark and all its divisions are a family-owned and operated company with exceptional values on customer care! Although we specialize in senior housing, our “family” goes well beyond those we care for. Our employees are truly our family.”

We believe in taking care of our employees by offering comprehensive benefits:

• Choice of two health and dental plans, vision, employer-paid life, and voluntary programs
• HSA with employer contribution
• 401(k) savings plan with a company match of 50% up to the first 6%
• PTO Accrual on day one
• Company-provided Employee Assistance Program
• Education assistance through a partnership with Bellevue University up to $10,500.00
• Licensure and certification at company expense
• Employee Perks and Discount Programs including savings on hotels, rental cars, travel, entertainment, streaming services, electronics, eCommerce, and so much more
• Professional Development courses with opportunities for career advancement
• Referral bonuses and recognition programs
• Complimentary Will, POA, Advanced Directive, & Living Trust Services-Mutual of Omaha
• Worldwide Travel Assistance
• A Certified Great Place to Work that provides a fun and respectful workplace

“I love working here! They talk the talk and walk the walk, there is no drama and you will find real people who truly care about what they do, and they are carefully picked. The screening process is very thorough, as it should be in this industry and I appreciate that they take the time to find the best of the best .”

Since 1987, at Agemark, we believe people heal and grow best when they feel like part of whole-person wellness involving mind, body, and spirit! It’s the foundation for our approach to senior care and it’s also how we choose, train, and care for our team. Agemark Senior Living Communities embraces FOUR core values: Professionalism, Commitment, Integrity, and Compassion. If you believe in doing what feels right, advocate for our elderly community, and want to be part of our Great Place to Work, we would love to hear from you. Be a part of our organization where it’s our job to create a purposeful life for our loved ones and be the change we all want to see in our world. EOE.

IND3
Agemark Senior Living

Astoria of Omaha, an Agemark Senior Living Community is hiring for a Life Enrichment Assistant! For the fifth consecutive year; we are certified #17 in Fortune Best Workplaces for Aging Services 2022! Our 30+ years of experience in Senior Living have given us the insight to focus on what matters for our Residents, their families, and our Employees. Your next job as a Life Enrichment Assistant will have you assist the Life Enrichment Coach with planning and implementing highly customized activities to provide gentle direction, reassuring routines, and life-enriching opportunities for concierge-level residents, using Seasons program curriculum and LifeCycles wellness philosophy.

Life Enrichment Assistant Position Details

• Assist in creating and posting a monthly activity calendar along with a daily schedule.
• Encourage residents to take part in planning activities and use reminiscing techniques to engage individual residents and create “moments of joy”.
• Preserve the appearance of activity areas, program supplies, and equipment.
• Promote positive interaction between residents, families, and community groups.
• Help create memory books for new residents highlighting family, interests, and personal history. Share with staff at the property.
• Help develop and adhere to a monthly program budget. Set quarterly and annual goals. Adjust based on feedback.
• Plan special events to coincide with marketing objectives with leadership staff. Organize recognition of resident birthdays and anniversaries.
• Coordinate transportation and drive the Community vehicle to appointments and outings. Knowledge of community and surrounding city preferred.
• Work scheduled hours based on personnel and Community needs to include possible weekend and evening coverage.
• Maintain confidentiality of information regarding residents, prospects, personnel, and overall property operations.
• Cultivate a high level of integrity and flexibility in this service-oriented environment.
• Promote teamwork, support improvement opportunities, and use problem-solving skills.
• Half of the role will drive, and half of the role will be in Life Enrichment.
• Prior Assisted Living or Senior Care environment of 6 months or more preferred.
• Strong English communication skills are essential for seamless interaction with residents and colleagues.
• Pay range is $15-$16 an hour.

“Agemark and all its divisions are a family-owned and operated company with exceptional values on customer care! Although we specialize in senior housing, our “family” goes well beyond those we care for. Our employees are truly our family.”

We believe in taking care of our employees by offering comprehensive benefits:

• Choice of two health and dental plans, vision, employer-paid life, and voluntary programs
• HSA with employer contribution
• 401(k) savings plan with a company match of 50% up to the first 6%
• PTO Accrual on day one
• Company-provided Employee Assistance Program
• Education assistance through a partnership with Bellevue University up to $10,500.00
• Licensure and certification at company expense
• Employee Perks and Discount Programs including savings on hotels, rental cars, travel, entertainment, streaming services, electronics, eCommerce, and so much more
• Professional Development courses with opportunities for career advancement
• Referral bonuses and recognition programs
• Complimentary Will, POA, Advanced Directive, & Living Trust Services-Mutual of Omaha
• Worldwide Travel Assistance
• A Certified Great Place to Work that provides a fun and respectful workplace

“I love working here! They talk the talk and walk the walk, there is no drama and you will find real people that truly care about what they do, and they are carefully picked. The screening process is very thorough, as it should be in this industry and I appreciate that they take the time to find the best of the best .”

Since 1987, at Agemark, we believe people heal and grow best when they feel like part of whole-person wellness involving mind, body, and spirit! It’s the foundation for our approach to senior care and it’s also how we choose, train, and care for our team. Agemark Senior Living Communities embraces FOUR core values: Professionalism, Commitment, Integrity, and Compassion. If you believe in doing what feels right, advocate for our elderly community, and want to be part of our Great Place to Work, we would love to hear from you. Be a part of our organization where it’s our job to create a purposeful life for our loved ones and be the change we all want to see in our world. EOE.

IND3
Agemark Senior Living

Role Highlights

• Full-time, hybrid work environment
• Evanston, IL location
• Target salary $65,000-$80,000 per year

Position Overview

Kellogg School of Management is seeking an energetic, well-organized Executive Assistant to the Dean’s Office. The Business Administrator will be responsible for supporting calendar and email management, submitting expenses, planning complex travel, and project work centered on the priorities of the Dean. The Business Administrator must have a service-minded work ethic and the ability to manage a variety of priorities. Reliability, discretion, and professionalism in dealing with senior leaders and confidential information are critical in this role. The successful candidate will have the ability to operate independently and react with appropriate urgency to situations that require a quick turnaround.

This position administers operational, financial, & business functions in support of the area/unit’s mission & in coordination with central offices such as HR, Budget, Facilities, IT, & Provost. Implements existing policy & ensures the effective, compliant, & efficient completion of daily administrative operations. May represent business area on internal &/or external administrative affairs by exchanging information.

Specific Responsibilities:

Work Complexity

• Employee uses some judgment to adapt an advanced knowledge of skills, methods, practices, policies &/or procedures & a moderate degree of innovation, analysis & reasoning to complete work that is somewhat project oriented & involves some complex problems &/or decisions.
• Employee administers policy

Budget & Financial

• Participates in the determination of budget including fiscal resource allocation of appropriated, discretionary, endowment &/or gift revenues
• Directly responsible purchasing, travel & entertainment (T&E) transactions & requesting new chart strings using NU protocol
• Ensures prompt payment of invoices, researching errors/delayed transactions
• Monitors open encumbrances & deficit chart strings
• Reviews & reconciles actual expenses to budget per NU Audit guidelines
• Approves funds reallocation within budget as necessary & appropriate

Administration

• Support day-to-day operations
• In partnership with the Associate Director, manage the Dean’s calendar, proactively resolving complex scheduling arrangements involving multiple parties and conferences, international travel, etc.
• Support daily mail needs with FedEx, UPS, and other internal and external parties, as necessary, including hand-delivery to campus locations
• Prep meeting rooms based on requirements and coordinates catering needs; offers guests hospitality
• Coordinate printing orders for the Dean’s Office including business cards and letterhead
• Order and inventory supplies and researches requests for special items on behalf of the Dean or the Dean’s Office team

Communications & Outreach

• Manages website, assuring updates are made in a timely manner
• Supports the execution of numerous special events throughout the year, assuring all logistics are complete

IT Services

• Acts as liaison to IT to ensure technology systems are properly installed & maintained.
• Appropriates necessary hardware, software & network infrastructure services from central or internal IT.
• Issues work order requests for maintenance, repairs & upgrades.

Regulatory Compliance

• Ensures compliance with all applicable federal, state, local & NU laws, regulations, policies & procedures
• Develops innovative methods to assist faculty & staff with adherence to compliance programs

Strategic Planning

• Administers & maintains existing strategic operation plans
• Recommends changes & improvements to administrative operations to ensure most effective & efficient use of revenue streams for faculty & staff recruitment, program development, research expansions, space planning, etc.
• Coordinates the preparation and delivery of all briefing documents for international travel and large-scale events for the Dean and interfaces with all levels of external organizations, as necessary

Student Support

• Resolves student issues

Supervisory

• Serves as project manager for the annual Holiday Card distribution
• Performs other duties as assigned.

What we are looking for:

• Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor’s or higher degree in a major such as business, accounting or related; OR appropriate combination of education and experience.
• 4 years’ administrative experience including budgets, finance, grants, facilities, &/or human resources; or other relevant experience.

Benefits:

At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more!

Work-Life and Wellness:

Northwestern offers comprehensive programs and services to help you and your family navigate life’s challenges and opportunities, and adopt and maintain healthy lifestyles. We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare, and senior/adult care.

Professional Growth & Development:

Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you’re interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources.

How to Apply

Complete the application questions and submit your resume through the NextGroup website. You will be contacted by the NextGroup search team regarding the next steps.

Northwestern University – Kellogg School of Management

Job Details:
Position: Executive Events Coordinator III
Location: 1095 6th Ave New York USA 10036
Duration: 6 months

The NY Events Team designs and produces events that bring together executives, partners, customers and employees. We are seeking a candidate who is passionate about hospitality and events to join our New York-based events team. Our events vary from in-person, virtual, and hybrid experiences. Success in this role requires agility, clear and compelling communications, outstanding organizational skills, and the ability to collaborate cross-functionally. This individual will work closely with Security, Space Planning, Facilities, Workplace and Guest Services Teams to deliver successful events.

Roles & Responsibilities:

-The position is responsible for the operational excellence of our meetings/events and the holistic guest experience including but not limited to: customer meetings, executive receptions, intimate dinners, town halls and employee events
-Continuously research and report innovative and creative event and entertainment options
-Solid office management / workplace environment knowledge
-Strong customer service and executive interaction experience
-Understand client brand and product positioning with the ability to ensure consistent, on-brand messaging for all events
-Continuous development of team playbooks and standard operating procedures
-Organize logistics, from beginning to end, for customer facing meetings, town halls, etc.
-Pre, onsite and post event logistical management
-Key stakeholder for G-Cal calendar management for internal event space
-Co-Manage vendor relationships (agencies, vendors, caterers, etc.) and work with internal teams.
-Liaise and negotiate with vendors to achieve the most favorable terms for goods and services
-Management of event statistics and ad hoc reporting
-Manage various workplace projects as assigned
-Multitask many events and projects at one time

Required Skills:

-Experience will be evaluated based on alignment to the core competencies for the role
-Highly personable and customer service focused with great attention to detail
-Excellent written and verbal communication with ability to proactively address client’s needs
-Experience in managing budgets, financial planning and tracking
-Excellent problem-solving skills with ability to creatively negotiate demands
-Results-oriented, customer-driven, and organized
-Assess and prioritize workload in a strict deadline centric environment
-Thrive on teamwork and overcoming obstacles
-Ability to work a flexible schedule as needed
-In-depth knowledge of Microsoft Office programs (Word, Excel, Outlook, and PowerPoint) is necessary

We are looking for an experienced, multi-talented Event Support Analyst with strong attention to customer service to be a part of a fast-paced events team. In this position, it will be critical to be a team player with the ability to work on cross-functional teams. Must be a creative and analytical thinker with attention to detail and be capable of handling quantitative and technical duties. The individual must be highly organized and a great communicator with the ability to prioritize different tasks simultaneously.

Responsibilities include:
-Develop and maintain positive relationships with all the members of the client organization by providing an exceptional customer experience
-Management of all ticketing system incoming requests using a sense of strong customer service and urgency
-Vetting of ticket user requests, assigning to correct recipients, ensuring successful completion of requests in our ticket queue.
-Strong Excel knowledge with the ability to create ad hoc reports
-Ability to multi-task many projects at once
-Candidate must have strong time management, attention to detail, and analytical skills,
-Strong organizational skills
-Quickly recognize, adapt and respond to changing market and company priorities
-Self-motivated and driven to very high standards
-Research and recommend innovative and creative event options based on program format and budget
-Drive coordination of meetings and provide on-site event support as needed
-Management of calendars and administrative tasks to support the greater team
-May serve as a site representative during events working with cross-functional groups, as required.
-Available and responsive to the global nature of the business and have the ability to work flexible or extended hours as necessary
-Strong verbal and written communication skills
-Proficiency in Google Slides preferred
-Dashboard use is ideal
-Inventory management
-Previous experience working in hi-tech, hospitality, fast-paced environments preferred.
VARITE INC

Executive Events Coordinator III

Location: New York, NY
Duration: 6 months with possible contract to hire/ possible extension

Description:
The NY Events Team designs and produces events that bring together executives, partners, customers and employees.
We are seeking a candidate who is passionate about hospitality and events to join our New York based events team.
Our events vary from in person, virtual, and hybrid experiences.
Success in this role requires agility, clear and compelling communications, outstanding organizational skills, and the ability to collaborate cross functionally.
This individual will work closely with Security, Space Planning, Facilities, Workplace and Guest Services Teams to deliver successful events.

Roles & Responsibilities:
The position is responsible for the operational excellence of our meetings/events and the holistic guest experience including but not limited to: customer meetings, executive receptions, intimate dinners, town halls and employee events
Continuously research and report innovative and creative event and entertainment options
Solid office management / workplace environment knowledge
Strong customer service and executive interaction experience
Understand client brand and product positioning with the ability to ensure consistent, onbrand messaging for all events
Continuous development of team playbooks and standard operating procedures
Organize logistics, from beginning to end, for customer facing meetings, town halls, etc.
Pre, onsite and post event logistical management
Key stakeholder for GCal calendar management for internal event space
Comanage vendor relationships (agencies, vendors, caterers, etc.) and work with internal teams.
Liaise and negotiate with vendors to achieve the most favorable terms for goods and services
Management of event statistics and ad hoc reporting
Manage various workplace projects as assigned
Multitask many events and projects at one time

Required Skills:
Experience will be evaluated based on alignment to the core competencies for the role
Highly personable and customer service focused with great attention to detail
Excellent written and verbal communication with ability to proactively address client’s needs
Experience in managing budgets, financial planning and tracking
Excellent problem solving skills with ability to creatively negotiate demands
Results oriented, customer driven, and organized
Assess and prioritize workload in a strict deadline centric environment
Thrive on teamwork and overcoming obstacles
Ability to work a flexible schedule as needed
In depth knowledge of Microsoft Office programs (Word, Excel, Outlook, and PowerPoint) is necessary
We are looking for an experienced, multitalented Event Support Analyst with strong attention to customer service to be a part of a fast paced events team.
In this position, it will be critical to be a team player with the ability to work on cross functional teams.
Must be a creative and analytical thinker with attention to detail and be capable of handling quantitative and technical duties.
The individual must be highly organized and a great communicator with the ability to prioritize different tasks simultaneously.

Responsibilities include:
Develop and maintain positive relationships with all the members of the client organization by providing an exceptional customer experience
Management of all ticketing system incoming requests using a sense of strong customer service and urgency
Vetting of ticket user requests, assigning to correct recipients, ensuring successful completion of requests in our ticket queue.
Strong Excel knowledge with the ability to create ad hoc reports
Ability to multitask many projects at once
Candidate must have strong time management, attention to detail, and analytical skills,
Strong organizational skills
Quickly recognize, adapt and respond to changing market and company priorities
Self motivated and driven to very high standards
Research and recommend innovative and creative event options based on program format and budget
Drive coordination of meetings and provide onsite event support as needed
Management of calendars and administrative tasks to support the greater team
May serve as a site representative during events working with cross functional groups, as required.
Available and responsive to the global nature of the business and have the ability to work flexible or extended hours as necessary
Strong verbal and written communication skills
Proficiency in Google Slides preferred
Dashboard use is ideal
Inventory management
Previous experience working in hitch, hospitality, fast paced environments preferred

ICONMA

The Company You’ll Join

The OCD and Anxiety Treatment Center (TOATC) is the nation’s largest provider of IOP services for individuals dealing with OCD, Anxiety and Trauma. As the leading provider our clinical outcomes are second to none. You will join a winning team that is committed to evidence-based treatment and long-term results. We are passionate about bringing help and hope to some of the most underserved clinical populations. We strive to change the lives of individuals and their families suffering from unrelenting anxiety, disturbing and terrifying thoughts, uncontrollable worry, exhausting behaviors and rituals, and avoidance that keeps them from living their lives. We are an evidence-based practice, which means we do what works, stay up to date with scientific research, and regularly attend international training to keep us at our very best.

Our Investment in You

• A competitive base salary starting at $50,000/year
• 401k match
• Core benefits: medical/dental/vision, with the company contribution to medical benefits for employee
• Company-paid employee life insurance
• Voluntary benefits
• Paid time off includes 15 days (120 hours) of “Paid Time Off,” 5 days (40 hours) of “Sick Time,” and 9 days (72 hours) “Company holiday” pay
• Paid specialized ongoing training, strengthening your skills, experiences, and connections that will help advance your career

The Team You’ll Work With

The success of our organization is dependent on the trust and confidence we earn from our employees, clients, and community. Our values are connected to our work at The OCD & Anxiety Treatment Center and are measured against the highest possible standards of ethical business conduct.

• We act with integrity and communicate honestly and openly
• We are passionate about meeting the company’s needs and delivering for our clients
• We are accountable for all our actions
• We work together as a team and are committed to excellence and innovation
• We respect each other and celebrate our diversity

We set the bar that high for practical and aspirational reasons. Candidates with similar ethical standards, who have the ability to adapt to a fast-moving working culture, and who are committed to providing excellent client service are encouraged to apply.

The Purpose of Your Role

The OCD and Anxiety Treatment Center, a behavioral health organization seeking an experienced administrative assistant to work with the President and COO of the organization. The qualified candidate will exemplify a happy and positive disposition while having outstanding organizational, project management and communication expertise. The candidate will possess strong interpersonal skills while leveraging tact and diplomacy.

Success Indicators/KPI’s

• 100% of the Agenda’s are sent out ahead of time with notes/action items included
• Calendar of meetings are up to date with purpose and/or agenda of meetings included
• Achieve 80% or higher in semiannual job evaluation survey

Competencies

• Ability to remain positive and upbeat
• Be proactive and willing to take on projects without being asked
• Skilled at Microsoft office suite
• Skilled in creating PowerPoint presentations
• Skilled in written communication including memo’s, press releases, etc.

Responsibilities

• Calendar management
• Project management
• Meeting notes and action items
• Travel and Entertainment expenses
• Microsoft office, especially PowerPoint presentations
• Vendor negotiations
• Research
• Proactive, positive, and a ‘can do’ attitude
• Identifying with the mission of saving clients lives
• Supports the executive in his volunteer community work
• Light travel
• Adheres to all company policies and procedures
• Other duties as assigned

The Skills And Expertise You Have

• High school diploma or equivalent
• 2+ years of experience supporting C-suite level leaders in a fast-paced environment
• Strong written and verbal communication skills
• Proficient knowledge of computers, including Microsoft Word, Excel, and other computer software
• Accurate and efficient electronic data entry
• Attention to detail
• Proficient knowledge of computers, including Microsoft Word, Excel, and other computer software
• Accurate and efficient electronic data entry
• Must be punctual and maintain excellent attendance
• Organized, detail-oriented, takes the initiative, and completes job responsibilities independently
• Multitask, problem-solve, interpersonal skills, and strong written and verbal communication skills
• Thrives in a changing work environment, including inside, outside, and loud noise level

Preferred Qualifications

• Bachelor’s Degree in Marketing, Business, or a related field
• Experience using a CRM software

Disclaimer

TOATC has not designed this job description to contain a comprehensive list of activities, duties, or responsibilities required of the employee. Furthermore, TOATC reserves the right to change or assign new duties, responsibilities, and activities at any time, with or without notice.

Equal Employment Opportunity Commission (EEOC) statement

TOATC is committed to providing equal opportunity for all employees and applicants without regard to race, color, religion, sex, national origin, age, marital status, sexual orientation, genetics, disability, political affiliation, personal appearance, family responsibilities, or any other legally protected class under federal, state, or local law. This applies to all aspects of employment, including recruitment, hiring, job assignments, promotions, working conditions, scheduling, benefits, wage and salary administration, disciplinary action, termination, and social, educational, and recreational programs.

Website

https://www.theocdandanxietytreatmentcenter.com/
The OCD & Anxiety Treatment Center

As an elite Excess and Surplus Lines market, Nautilus Insurance Group offers commercial property and casualty insurance solutions to appointed wholesale surplus lines producers countrywide.  We have specialized in providing these solutions for more than 35 years.

We have more flexible policy terms and premium rates on a non-admitted basis. Our focus is small to medium Property and Casualty risks on both an admitted and a non-admitted basis.

Our offerings are distributed through partnerships with appointed wholesale surplus lines producers. Our relationships are defined by mutual success, speed to market, customer-centric focus and an expanded appetite. 

Coverage placed by Nautilus Insurance Group is provided by Nautilus Insurance Company and Great Divide Insurance Company, both W. R. Berkley Corporation members with A.M. Best (Superior) A+ XV ratings.

Benefit Highlights: 

• Paid Parental Leave! At Nautilus, we offer Childbirth Recovery Leave as well as Primary Caregiver Leave, for up to a maximum of 12 weeks of paid leave.
• Nautilus offers Medical, Dental, and Vision coverage options, along with Flexible Spending Accounts (FSA) and Health Savings Accounts (HSA) choices
• We help our employees feel secure by providing a 401(k) program, profit sharing, stock purchase plan, life insurance, and travel accident insurance options. 
• One of our core values is “Committed to Serve” and these aren’t idle words. We provide every employee one paid day off per year to volunteer at a local charity. That’s serving with a smile!
• We take risk management excellence and your professional growth seriously by offering Tuition Assistance and Industry-Related Education and Exam programs.
• Can you hear us now?  Employees are eligible for special cell phone service discounts with Verizon and AT&T. We’ve got a plum position for you! We participate in the Plum Benefits program offering employees cost-free access to thousands of exclusive travel and entertainment discounts.
• Flexible work arrangements, including working from home 2 days a week.

This role is located in our Scottsdale office on a hybrid schedule.

To support the Chief Operating Officer by providing executive-level administrative support, clerical support, event planning, project support, receiving clients and visitors, arranging travel and correspondence, and scheduling meetings.

• Coordinate complex scheduling and calendar management, as well as content and flow of information to senior executives.
• Prioritizes and manages multiple projects simultaneously. Follows through on issues in a timely manner.
• Format information for internal and external communication – memos, emails, presentations, and reports.
• Reading and analyzing submissions, letters, agendas, memos and determining significance; routing to appropriate personnel in a timely and efficient manner.
• Prepare executive responses to routine memos, letters, or correspondence.
• Prepare reports, collect, and analyze information; prepare presentations.
• Organize team communications and plan events, both internal and off-site.
• Contributes to team effort by accomplishing related results as needed.
• Prepare and develop a records management system; maintain and recommend changes to the records system when appropriate.
• Develop and utilize historical information; provide retrieval of information. Record meeting discussions and provide minutes.
• Maintain inventory and office supplies. Anticipate office needs.
• Maintain knowledge by attending professional and technical educational seminars and workshops; review publications; establish professional and personal networks within the industry.
• Provide clerical and general office support to other executives as needed. Delegate tasks and responsibilities to other staff members when appropriate.
• Maintains expense account records for assigned executives.
• Meets and greets guests, agents, and vendors.
• Answering and directing calls to appropriate parties, taking messages.
• Communicates instructions to individuals and/or departments from executives.

• Sound judgment and decision-making skills.
• Ability to write routine reports and correspondence.
• Ability to speak effectively before groups of customers or employees of the organization.
• Must be able to meet deadlines in a fast-paced, quickly changing environment.
• Experience in planning and executing conferences and meeting details.
• Ability to organize a daily workload by priorities.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Must have minimum of 3 years administrative assistant experience in office environment.
• Must be proficient in computer skills to include; Word, Excel, Power Point and Outlook.
• Communication skills which allow interaction with others in a professional manner, both verbal and written.
• Pleasant telephone communication skills.
• Basic to intermediate mathematical skills.
• Ability to deal with problems involving several concrete variables in standardized situations.
• High school diploma or equivalent.  Some College preferred. 

W. R. Berkley Corporation