About the Role
You will provide exceptional administrative support to a Vice President and Director, managing scheduling, coordination, and logistics for meetings across multiple attendees. You will manage the guest office hoteling calendar and set up spaces before use. You will work closely with the People Operations team to process access card and parking activations and deactivations, and track related reporting. You will process work orders with building engines, including overnight parking requests. You will save and track expenses, code P-card transactions online, and process check requests as needed. You will handle the LA Transportation Program and manage all related communications. You will answer email inquiries about the facility by researching and providing information. You will work with IT and Facilities to set up new employee offices or workspaces with equipment and supplies. You will provide additional team support and assist with special projects, prepare monthly expense reports for accounting approval, assist with employee moves, submit weekly snack and beverage orders, and retain and track catering receipts.
Requirements
- 2+ years of prior administrative experience in facilities or a similar role in a fast-paced office environment
- Bachelor's degree strongly preferred but not required
- Excellent customer service skills with a positive, professional, and self-motivated attitude
- Self-starter who can learn new functions quickly and accurately
- Able to work well under pressure, meet deadlines, and adjust to changing priorities
- Highly organized and detail-oriented, with the ability to manage multiple projects simultaneously with minimal supervision
- Exercises excellent judgment, discretion, and confidentiality when handling sensitive information
- Excellent written and verbal communication skills
- Ability to liaise with senior-level executives, internal staff at all levels, and external clients and partners
- Ability to work overtime as needed
- Ability to lift or move items that are 25 lbs. or more
- Highly proficient with Microsoft Office Suite, including Outlook, Excel, Word, and PowerPoint
- Familiarity with other platforms and systems, including Zoom, Slack, Box, Concur, and Workday
Responsibilities
- Provide administrative support to the Vice President and Director managing scheduling, coordinating, and logistics for meetings across multiple attendees
- Manage guest office hoteling calendar scheduling and set up before use of space
- Work with People Operations team to process access card and parking activations and deactivations, and track/manage reporting
- Process work orders with building engines including overnight parking requests
- Save and track all expenses and code P-card transactions online, and process check requests as needed
- Handle LA Transportation Program and manage all communications and processes
- Answer email inquiries about the facility by researching, locating, and providing information
- Work with IT and Facilities to assist with setting up new employee offices or workspace with equipment and supplies
- Provide additional team support and assist with special projects as needed
- Prepare monthly expense reports for review and submit to accounting for approval
- Assist with employee moves coordination
- Submit orders of snacks and beverages weekly online
- Retain receipts for all catering services and track regularly on the spreadsheet
- Perform additional tasks and projects as needed