Administrative Assistant II (support SVP)

LeadStack Inc. is an award-winning, one of the nation’s fastest-growing, certified minority-owned (MBE) staffing services provider of contingent workforce. As a recognized industry leader in contingent workforce solutions and Certified as a Great Place to Work, we’re proud to partner with some of the most admired Fortune 500 brands in the world.
 

Job Title: Administrative Assistant II (support SVP)
Location:Onsite – Miami, FL 33131
Duration: 3 months
Pay rate: $25-32 / hr on W2
Job Id:23-01230

General Summary:

• The key purpose of this position is to provide administrative support to 3 executives.
• The Administrative Assistant is working with the Networks and Distribution team and is expected to be integrated at various levels with the processes and activities relating to the day-to-day operation of the department.
• The Administrative Assistant should have an enthusiastic interest in the entertainment business and a proactive willingness to take on various administrative responsibilities that is required to keep the operation running effectively and efficiently.
• Working within their team, the Administrative Assistant is the interface/liaison for the company to connect the operations with both internal and external contacts – vendors, service providers, clients, SPT Departments, etc.
• A successful Administrative Assistant has a critical role in making sure that the team operates effectively, and strong communications are maintained whether supervisors are in or out of the office.

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 video conference details and ensure that all attendees receive an agenda prior to meeting as needed.
• Reservation of meeting and video conference 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.

Knowledge/Skills/Abilities:

• 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).
• Good judgment, dependability, integrity, and discretion are required.
• Track record of success and recognition in effectively carrying out administrative function.
• Juggle multiple tasks, prioritize workload independently, and work autonomously within scope of job responsibilities.
• Strong interpersonal skills with an ability to build effective relationships.
• Ability to work effectively in team environment, as well as individually.
• Ability to multitask and effectively function in an ever-changing business environment.
• Self-motivated individual who knows where to go to find answers to questions.
• Strong verbal and written skills to effectively handle business correspondence and communications.
• Represent *** Entertainment in a professional manner to internal and external contacts.
• Impeccable attention to detail and organizational/project management skills.
• 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.)

To know more about current opportunities at LeadStack, please visit us at https://leadstackinc.com/careers/

Should you have any questions, feel free to call me at 650-984-7004 or send an email on [email protected]
LeadStack Inc.