Summary
The Office Administrator is involved in day-to-day office administrative support, as well as administrative support as needed for up to 4-5 executives. Full-time duties and responsibilities include greeting visitors, answering calls, incoming/outgoing mail, scheduling meetings, preparing meeting & presentation materials, coordinating signatures, ordering office supplies, coordinating travel arrangements, submitting expense reports, scheduling events, and providing general administrative support for office employees. This position is required to be onsite at the Century City office.
Essential Duties and Responsibilities include but are not limited to the following:
Office Administrative Support:
- Maintain daily office operations and functionality, including answering phones, receiving guests, planning meetings and events, ordering office supplies, overseeing general office management.
- Screen and return telephone calls, deliver messages, and prepare and send correspondence, while keeping confidentiality.
- Provide general support to visitors and guests.
- Assist with conferences and meetings, including preparing materials.
- Plan and organize company events and activities.
- Oversee third-party contracts, and source and manage office vendor relationships.
- Manage incoming and outgoing mail and shipments, including sorting and routing mail and FedEx shipments.
- Process company bulk mailings as needed.
- Maintain and renew all required business licenses and office certificates.
- Review and streamline office operations’ policies and procedures, including reviewing ways to maintain cost efficiencies across the organization.
- Manage updates to directories and employee documents, as well as internal postings for events and company news on the intranet.
- Manage overall office and kitchen appearance, order office supplies and kitchen snacks, and organize areas as needed.
- Oversee daily porter service (for restocking snacks, cleaning appliances, and general cleaning).
- Other duties, as assigned.
Executive Administrative Support:
- Manage day-to-day administration for up to 4-5 executives as needed, including scheduling meetings, coordinating travel arrangements, completing expense reports, ordering lunches, and ensuring effective communication channels regarding priorities.
- Coordinate meetings and prepare materials in advance as required.
- Act as key liaison between executives and internal/external colleagues.
- Attend and document minutes of certain meetings or calls to develop action steps and project timelines and to coordinate responses.
- Proactively coordinate travel arrangements, including booking flights and hotels, drafting meetings schedules, and effectively communicating while traveling.
- Software support for executives, including record keeping, report formatting, bulk address mailings, data entry, expense reports (via Concur), and other support requiring computer software skills (e.g., Microsoft Office Suite, specifically Excel).
- Personal administrative support and errands for executives, as needed.
- Enhance and further develop systems and assist in managing internal/external communications.
- Other duties, as assigned.
Competencies and Skills
- Ability to keep a positive, professional, and friendly demeanor.
- Ability to maintain confidentiality and exercise discretion.
- Ability to meet changing priorities and deadlines.
- Excellent time management skills and ability to multi-task and prioritize.
- Ability to successfully manage tasks independently.
- Strong attention to detail and problem-solving skills.
- Excellent written and verbal communication skills.
- Outstanding organizational and planning skills.
- Punctual and responsible.
Qualifications
- 1+ years of Office Administrator experience preferred
- 2 – 5 years of experience as an assistant, ideally at the executive level, preferred.
- Notary Public in California preferred.
- Bachelor’s degree preferred.
- Technologically proficient, preferably in Microsoft Office Suite.
- Experience working with Concur expense reimbursement preferred.
- Driving is required. Must have reliable transportation and clean driving record.
Physical Requirements and Working Conditions
- Works in an office environment.
- Frequently sits for long periods of time.
- Frequently speaks, reads, writes, and uses a computer keyboard and telephone.
- May require occasional standing, walking, lifting, stooping, or bending.
- Occasional lifting, carrying, pushing, and pulling of materials and objects up to 20 pounds or heavier, with assistance and/or the use of proper equipment.
Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.
EQUAL OPPORTUNITY EMPLOYER
Cityview is an equal opportunity employer to all, regardless of age, ancestry, color, disability, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding, and related medical conditions), and sexual orientation.
