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Function:
The Administrative Assistant plays a key role in supporting daily operations and ensuring seamless coordination across the organization, particularly within the Labor, Travel, and
Production departments. This position is responsible for maintaining accurate documentation, facilitating clear communication, managing schedules, and handling essential administrative
and financial processes. The Administrative Assistant supports reporting needs, assists with departmental tasks, and serves as a primary point of contact for internal teams, external
partners, and visitors. Success in this role requires strong organizational skills, attention to detail, and the ability to manage multiple tasks in a fast-paced, deadline-driven environment.
Essential Duties and Responsibilities:
- Maintain an operating procedure/ bookkeeping for all show documentation in cloudstorage (OneDrive).
- Assist the Labor and Travel Coordinators with generating freelancer agreements
- Track and submit per diem for payment to staff as necessary per company per diem policy
- Work with labor team to review subcontractor invoices and reconciliation of hours listed per project requirements. Submit for payment once sub invoice has been approved.
- Reconcile and code company credit card transactions for Labor Department
- Manage incoming calls, emails, and correspondence, ensuring timely and accurate communication.
- Coordinate office activities and operations to ensure efficiency and compliance with company policies.
- Act as main point of contact for certificates of insurance requests for Phoenix and Milwaukee divisions
- Receive and submit approved expense reports for payments
- Assist in the preparation of reports, presentations, and other materials for meetings.
- Greet and assist visitors, providing a welcoming and professional experience.
- Take notes at weekly production meetings and share them with production teammembers.
- Maintain office supplies inventory and place orders as necessary.
- Support various departments with administrative tasks as required.
Competencies:
- Managing Processes
- Reporting Skills
- Critical thinking; ability to organize, prioritize competing objectives
- Works well with timelines and deadlines
- Self-motivated and passionate with the ability to work in a fast-paced environment
- Professional interaction: tactful, positive, effective communicator (verbal and written)
- Enthusiastic and passionate
Skills and Qualifications:
- Two (2) years working experience as an Administrative Assistant, or equivalent
- High school diploma or equivalent; additional qualifications in office administration are a plus.
- Extremely proficient in Windows operating systems, Microsoft Office Suite
- Excellent organizational and time-management skills.
- Strong communication and interpersonal abilities.
- Ability to handle sensitive information with discretion and maintain confidentiality.
Physical Working Conditions:
- Sit or stand for prolonged periods of time.
- Work long hours or overtime as required.
- Able to Travel (possibly with short notice)
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