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Administrative Assistant (Contract Negotiation and Knowledge Management)



Location: Los Angeles, CA
Department: Contract Negotiation and Knowledge Management
Posted: 05-26-2017
Location Name: Los Angeles
Wage Max: 22.00
Wage Min: 22.00
Position Type: Regular Full Time
Shift: 9:00am - 5:00pm
Position Title: Administrative Assistant (Contract Negotiation and Knowledge Management) Position Type: Represented L537
Department: Contract Negotiation and Knowledge Management FLSA: Non-Exempt
Shift: 9:00am - 5:00pm Minimum Starting Salary:
Posted: 05/26/2017 Location: Los Angeles
Reports to: Salary Grade: 10
Job ID 711

 

REPORTS TO:  National Director, Contract Negotiation and Knowledge Management

 

POSITION PURPOSE:  The Administrative Assistant handles all administrative aspects of the Contract Negotiation & Knowledge Management and Enforcement departments to include, maintaining department files, coordinating internal and external meetings, and assisting with special projects when needed.

 

ESSENTIAL DUTIES & RESPONSIBILITIES:

(This section provides a general summary of the most significant job duties performed.  It does not explain in detail every single duty performed.)

  • Assist with basic research and reporting on various issues.
  • Receive, triage, and distribute phone calls and mail.
  • Compile data and prepare reports.
  • Maintain department files.
  • Schedule meetings and arrange video/teleconference calls.
  • Assist in formulating agendas.
  • Draft and distribute meeting notices.
  • Prepare, distribute, and archive correspondence.
  • Maintain calendars.
  • Provide support in planning and implementation for activities and events.
  • Prepare expense reports.
  • Assist in tracking budgets.
  • Order and maintain supplies for the department, as well as  coordinate repairs/replacement of equipment when requested.
  • Maintain and assist in managing workflow and priorities.
  • Coordinate travel arrangements.
  • Maintain a general knowledge of procedures used in the department.
  • Perform other duties as assigned.

 

REQUIRED KNOWLEDGE, SKILLS & ABILITIES:

(The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of this job with or without reasonable accommodation, using some other combination of skills and abilities.)

  • Must be a motivated self-starter.
  • Highly proficient in all aspects of the position, with track record of mastery and success at administrative support responsibilities.
  • Excellent analytical and problem-solving skills and ability to follow through.
  • Able to work with local and national member committees within SAG-AFTRA.
  • Must be discreet in sensitive and confidential matters
  • Demonstrated proficiency in PC software applications such as MS Word, Excel, Oracle; strong spelling and proofreading); database data entry.
  • Highly organized and detail-oriented for multi-detailed workload.
  • Able to work well within a team.
  • Consistent professional and articulate telephone manner.
  • Excellent interpersonal, written, and verbal communications skills with  proven ability to effectively communicate in these forms.
  • Able to organize, prioritize and coordinate multiple tasks under daily deadlines.
  • Ability to adapt to a fast paced work environment and work under pressure.
  • Superlative interpersonal skills: high degree of patience and tact. Must be able to cultivate respectful, strategic and collaborative relationships with people from diverse backgrounds both internally and externally.
  • Have an understanding and awareness of worker rights impacting SAG-AFTRA members.
  • Hold yourself and others accountable for a high level of performance and integrity.
  • Capable of taking direction from more than one supervisor.
  • Must be able to work in a challenging environment where constructive feedback from others is encouraged.
  • Must maintain regular and acceptable attendance at such level as is determined at SAG-AFTRA’s sole discretion.
  • Must be available and willing to work extended hours (and/or overtime for applicable non- exempt positions)  per day or per week, including weekends and holidays, as SAG-AFTRA determines is necessary to meet its business needs.
  • Must be available and willing to travel to such locations and with such frequency as SAG-AFTRA determines is necessary or desirable to meet its business needs.

 

MINIMUM QUALIFICATIONS:

Education and/or Experience:

  • High school diploma, secretarial training and/or an equivalent combination of education and experience.
  • College degree or applicable college courses a plus.
  • Previous support experience required.
  • Previous customer service experience is preferred.
  • Experience working with social media sites a plus.

Certificates, licenses, and/or registrations:

  • N/A

 

TESTING REQUIREMENTS:

  • Basic skills- math, spelling, grammar and filing – passing score: 76%
  • Word and Excel (basic, intermediate and advanced) – passing score: 76%
  • Typing Test – 35 WPM
  • Writing test