Administrative Assistant – Santa Monica,

Administrative Assistant – Santa Monica, 90404, United States of America

How We LEAD:

Interscope Capitol is currently looking for an Assistant to support the EVP, International Marketing of Interscope Capitol. The ideal candidate will have administrative experience supporting senior leadership and have great judgment with discretion and confidentiality. This exciting role requires superior attention to detail, great organizational skills, the ability to meet tight deadlines, and to juggle multiple critical requests. A high level of integrity and discretion in handling confidential information, and professionalism in dealing with senior professionals inside and outside the company is important.

Must be very efficient and highly attuned to the smallest of details, as well as being able to multi-task and working on tight deadlines in a high-pressure environment is crucial. No task is too small and no challenge too great. A “can-do” attitude is essential.

How You’ll CREATE:

Manage the schedule:

• Schedule meetings and conference calls via telephone and email/Microsoft Outlook Calendar
• Coordinate incoming meeting requests and prioritize based on urgency
• Help the Executive stay on schedule

Manage the office:

• Exercise discretion when patching calls, rolling calls, and interrupting meetings
• Ensure Zoom/AV functionality in conference rooms prior to in person meetings
• Greet external and internal meeting participants

Handle administrative duties:

• Process travel & entertainment expenses
• Book domestic and international travel, accommodations, car services
• Order and set-up food service for meetings
• Create and send grammatically/punctually correct internal/external company communication
• Archive emails, maintain current/prospective labels electronic folders
• Packing/shipping
• Maintain an organized environment for the Executive’s office
• Update/manage the executive and team calendar(s)
• Create and maintain presentations and other project work as assigned
• Data reporting and meeting prep

Manage all duties related to:

• Company mobile phones
• Company credit cards
• Office supplies
• Invoice payments
• Support the wider international team on an as needed basis

Bring Your VIBE:

Skills/Abilities

• Ability to interact comfortably and effectively with employees of our company at all levels including Senior Management Globally
• Ability to interact comfortably and effectively with employees of companies we do business with
• Self-motivated, proactive, and resourceful
• Excellent follow-through and attention to detail
• Flexible – able to adjust to changing priorities, and able to multi-task
• Excellent customer service skills
• Excellent organization and time management skills
• Strong proficiency and working knowledge of Microsoft Office Products

Experience

• 1-2 years of administrative experience.