Job Title: Administrative Assistant III
Location: Santa Monica, CA, 90404
Duration: 3+ months contract with possible extension
Note: Position will be hybrid 3 – 4 days in the office, 1 – 2 from home, depending on the week.
Job Duties:
Position’s primary duties are to support the North American CFO, SVP of Finance, and VP/Controller of Commercial Services, with secondary duties to provide general departmental support to other Finance staff as required. The ideal candidate will come from music or entertainment, preferably within the finance or accounting areas. Previous experience supporting a high-level executive is required. Must be very efficient and highly detail-oriented; multi-tasking and working on tight deadlines in a high-pressure environment is crucial. No task is too small and no challenge too great. A “can-do” attitude and passion for the music industry are essential.
Responsibilities & Tasks
Primary Responsibilities (for CFO, SVP & VP/Controller)
Heavy calendar management (Outlook): arrange meetings and conference calls via telephone, Zoom, and email Participate in meetings as required Proactively prepare and remind executives for meetings Exercise discretion when patching calls, rolling calls, and interrupting meetings Coordinate and prioritize incoming verbal and email requests, including facilitating time sensitive signatures and approvals Prepare and process expense reports Book conference rooms and handle any associated food service, facilities or AV needs Book restaurant reservations, travel, accommodations, & car services as needed Additional administrative tasks as requested
Secondary Responsibilities (General Departmental Support)
Work closely with other assistants to facilitate general workflow Serve as cashier for in-house check printing for Santa Monica office Organize guest spaces and handle needs for internal and external finance guests visiting Santa Monica office Arrange meetings for other finance staff as requested Promptly address any IT or Facilities issues Maintain and order office supplies Maintain finance distribution lists and familiarity with general finance staff Serve as point person for finance questions coming from non-finance staff Point person for department goal setting system – work closely with People Development team to facilitate Other projects as assigned
Skills:
Ability to interact comfortably and effectively with employees of our company at all levels including Senior Management, as well as external contacts Self-motivated, proactive, and resourceful Excellent follow-through and attention to detail Flexible – able to adjust to changing priorities, and able to multi-task Excellent organization and time management skills Excellent written and verbal communication Strong proficiency in and working knowledge of Outlook and other Microsoft Office Products, in particular Excel and Powerpoint
Keywords: Education:
Bachelor’s degree required
Minimum 5 years of experience supporting a high-level executive with discretion and confidentiality.
Experience supporting more than one executive.
Past experience with departmental management preferred.
Administrative experience in music, entertainment, accounting or finance is highly preferred.
Skills and Experience: Required Skills:
- EXCEL, FINANCE, MICROSOFT OFFICE, DETAIL-ORIENTED
- EXCELLENT WRITTEN AND VERBAL COMMUNICATION SKILLS MICROSOFT POWERPOINT Additional Skills:
- EXCELLENT WRITTEN, TIME MANAGEMENT, SELF MOTIVATED, WORKFLOW
- OFFICE SUPPLIES, ARRANGE MEETINGS, ZOOM, ACCOUNTING, ADMINISTRATIVE TASKS
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