Job Descriptions

EXECUTIVE ASSISTANT/OFFICE MANAGER

JOB DESCRIPTION

General summary 

The Executive Assistant/Office Manager is responsible for a variety of administrative tasks, including answering all incoming calls, meeting and greeting clients/customers.  This person will be highly organized and be able to exercise good judgement in a variety of situations and be proactive and resourceful.

Responsibilities of Position: Duties include but are not limited to:

Organizational Responsibilities

• Providing excellent service to all customers, vendors, employees, and visitors at all times.  
• Model high ethical conduct at all times.
• Preserve and foster a collaborative, positive work environment and external reputation.

Personal Responsibilities

• Manages day-to-day office operations, including administration, kitchen and supply stocking, booking conference rooms, postage/shipping, office inventory, organizing workspaces, and facilities improvements.
• Welcome office visitors & maintain the professionalism of reception area.

• Answering incoming calls and respond to inquiries. Support other locations when receptionist is unavailable.

• Schedule, arrange, and attend meetings, as needed.
• Manage (location reservations, catering, supplies) all internal meetings, including staff meetings, company events, and holiday parties.  
• Managing all travel requests including booking transportation, hotels, etc. for groups and individuals as needed.

• Ensure all visitors sign in and out of the visitor book in case of an emergency.
• Keep the location telephone number list up to date.
• Collaborate with the HR department to ensure all flyers and posters are current and accurate.  
• Process and distribute daily mail requirements, order ink and postage for franking machine.
• Coordinate logistics for all Executive Team meetings when they come into LA office
• Maintain Key Fob list updated.
• Order online for all departments
• Other duties as assigned.

Team Responsibilities

• Ensure that all team members maintain high customer relations.
• Communicate in a positive and professional manner with all 4Wall Entertainment employees. 
• Work in a safe manner and report any safety concerns to your direct supervisor or General Manager

Physical Requirements

The job duties and tasks of this position require the employee to regularly sit. The employee may choose to stand and move within their working area. Regular use of computer monitors, and a keyboard/mouse will be required. The employee must occasionally lift and/or move up to 2 pounds. Other physical requirements of the job include the ability to communicate. Generally, the employee will be in a temperature-controlled work environment set for general comfort.

Key Requirements

• 3-5 years of administrative assistant or office manager experience.  
• Excellent written and verbal communication skills.
• Must be responsible, self-motivated, self-starter, personable and well organized.
• Ability to manage multiple tasks simultaneously.
• Ability to maintain friendly, professional demeanor at all times.
• Must be able to effectively meet deadlines and goals.
• Strong PC skills including: Word, Excel, PowerPoint and Internet.
• Must adhere to all company policies, SOPs, and other management directives. 
• Highly resourceful, with the ability to work independently effectively.
• Proven ability to handle confidential information with discretion.

Disclaimer

• Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.
• This job description is subject to change at any time depending on the needs of the Company.