Reports To: Executive Director, Administration
Summary: Supports Company through office management, event management and administrative assistance. Provides first impression for successful cutting edge advertising agency.
Qualifications / Requirements:
Knowledge of MS Office Suite – proficient required; expert preferred.
Provide an enthusiastic first impression to visitors, clients, interviewees, and vendors.
Create and maintain an appealing office space including lobby and conference rooms, which are conducive for client visits and meetings.
As the initial point of contact for CEO, exhibit a professional and friendly demeanor that reflects the office of the CEO.
Plan logistics for client and /or appropriate internal meeting set ups, notifies company of guests and appropriate dress codes; orders and coordinates delivery/pick up of food and refreshment items; and sets up/cleans up food, refreshment and serving items as needed before, during and after the meetings.
Coordinates purchasing and maintaining inventories of supplies for LA office. Enters purchase orders into e-Requester.
Coordinate all LA telephone related activities and services with technical assistance from Sr. Network Administrator: Thinking Phones system, video conference call capabilities, cell phones, long distance calling cards, LA reception area, telephone training, etc.
Assists with coordination of any office needs and landlord at Los Angeles Center Studios (i.e. parking passes, office maintenance needs, schedule office cleaning, reserve conference rooms etc).
Assists in coordination of facility and safety-related areas and activities, including safety and disaster plans, tornado/fire drills, inclement weather communication, and building maintenance concerns.
Responsible for security systems, keys and other security-related areas.
Checks out Hawthorne Direct property to employees and maintains an up-to-date location list.
Works closely with travel agent and obtains approvals for travel. Coordinates expense report approval process with accounting. Prepares expense reports for executive’s approval.
Set up new employee desks with supplies and program phones at the LA office.
Lead for mail distribution; receives, sorts and delivers all incoming mail from U.S. Post Office.
Complete other duties and projects as assigned based on company needs.