Administrative Assistant - Production Safety

Job description

The Role
A successful candidate will be passionate, self-motivated, proactive, quick-thinking, flexible, able to pivot when necessary, thorough and able to juggle multiple and diverse responsibilities with a strong emphasis on organization and an unwavering attention to detail. This is a fast moving position that requires someone who is a proactive and positive thinker, and able to exercise good judgment and communication.

Responsibilities

·  Provide administrative support for two Production Safety Managers, who lead the Original Series and Original Studio Films teams
·  Provide support to the overall Safety Teams, Original Series and Original Studio Films, in Los Angeles and international offices
·  Manage complex calendars, including scheduling internal and external meetings with multiple parties across multiple time zones
·  Coordinate travel arrangements, both domestically and internationally
·  Assist with onboarding of new hires
·  Collaborate with executive assistants and admins across teams on various aspects, including conferences and off-site meetings
·  Manage a heavy volume of communication and administrative paperwork internally and externally
·  Organize, attend, and participate in Safety Team meetings
·  Take notes in meetings and circulate information to the greater team
·  Create a positive atmosphere of professionalism and support
·  Build and maintain strong working relationships with executives, department leads and staff, and outside vendors to deliver results based on their needs
·  Support team leaders & coordinators with ad hoc projects
·  Assist with updating, tracking, and documenting Health & Safety documents

Qualifications

·  3+ years experience as an administrative or executive assistant, providing support to a team or individual at a fast-paced company (experience in an entertainment setting a plus)
·  Team-player who operates in a team-oriented setting
·  Ability to be discrete and maintain confidential information
·  Proficiency in Google Suites (Gmail, Drive, Calendar, Docs, Sheets, Slides)
·  Self-starter with the ability to multitask, prioritize and respond accordingly in a fast-paced environment
·  Great communicator who can build strong working relationships with internal and external partners
·  Willingness to continue learning to ensure understanding of current production process and needs
·  Strong written and verbal communication skills 
·  Willingness to take educated risks and think out of the box