Administative Assistant (President, Executive Vice President & Secretary-Treasurer's Offices)

Los Angeles, CA
President and Secretary-Treasurer Offices
01-31-2018
Los Angeles
Depends on Experience  Hourly
Regular Full Time
9:00am - 5:00pm
Position Title: Administative Assistant (President, Executive Vice President & Secretary-Treasurer's Offices) Position Type: Non-Represented
Department: President and Secretary-Treasurer Offices FLSA: Non-Exempt
Shift: 9:00am - 5:00pm Minimum Starting Salary:
Posted: 01/31/2018 Location: Los Angeles
Reports to: EXECUTIVE ASSISTANT, NATIONAL EXECUTIVE DIRECTOR Salary Grade:
Job ID 804

POSITION PURPOSE: The Administrative Assistant provides a high level of dedicated support to our elected President, Executive Vice President and Secretary Treasurer. Responsibilities include: interacting with SAG-AFTRA membership, scheduling meetings and travel, coordinating projects, meeting/event planning, answering phones, records management and preparing correspondence in a fast-paced environment.

 

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).

  • Handles extremely heavy phones (including logging, placing and rolling calls) - Acts as back up for other assistants on team.
  • Manages complex schedules and coordinates meetings for three elected officials with multiple calendar methods/platforms.
  • Researches and prepares special reports and memos as needed.
  • Process expenses for each elected official and file as required per the individual to finance or for reimbursement.  Pick up checks, deposit as requested/required.
  • Assists with events and meeting preparation to include: sending announcements, RSVP or regrets, provide direction, securing venues, make car and other arrangements.
  • Prepares for teleconference / video conference committee meetings and other industry meetings consisting of: scheduling meeting dates, organizing calls, preparing documents, etc.
  • Institutes follow-up on pending matters, and completes assignments independently.
  • Coordinates and prepares travel arrangements and itineraries utilizing Concur and Egencia.
  • Read and sort mail, track correspondence, proofread, edit and obtain approval for all outgoing correspondence.
  • Composes and types routine e-mail correspondence.
  • Opens, organizes and distributes incoming mail. Ensures items are delivered to most appropriate staff member and/or elected official.
  • Prepares outgoing mail for distribution through various mailing systems (e.g. inter-office, US Post Office and FedEx, etc.).
  • Performs 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.)

  • The ability to respond to difficult situations and individuals in a tactful and diplomatic manner.
  • The ability to correspond and communicate professionally with senior staff, committee members, board members and industry executives.
  • Can accurately type 40 WPM.
  • Proficient in Microsoft office products: Word, Excel, and Outlook.
  • Experience using Oracle is a plus.
  • Strong organizational skills, with the ability to coordinate multiple tasks under daily deadlines.
  • The ability to work under pressure.
  • The ability to communicate effectively in English, both in verbal and in written form.
  • The ability to maintain confidentiality and exercise diplomacy in all matters.
  • The ability to work in an environment where impromptu meetings and deadlines often occur.
  • Must be able to work in a challenging environment where constructive feedback from others is encouraged.
  • 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.
  • Hold yourself and others accountable for a high level of performance and integrity.
  • Have an understanding and awareness of worker rights impacting SAG-AFTRA members.
  • 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.
  • Minimum 3-5 years of work experience in an assistant position required.
  • Experience supporting executive staff.

TESTING REQUIREMENTS:

  • Basic skills:  spelling, math, grammar and filing – passing score: 76%
  • Microsoft Word ad Excel tests (basic, intermediate and advanced) – passing score: 76%
  • Typing test - 40 WPM
  • Writing test