Front Office/Executive Assistant

The Front Office/Executive Assistant will have an important role in supporting the executive management with a wide range of confidential administrative and executive support tasks while also being responsible for managing the front desk for the Studio. Requires excellent communication and interpersonal skills and ability to provide information and service to a wide range of internal and external contacts.

Reports to: Facilities Manager

This is a non-exempt full-time position. Hours are 9:00AM-6:00PM Monday through Friday.

Responsibilities:

The below list describes the essential functions of this role, but other duties may be assigned, as necessary.

• Create and maintain executive schedules, including scheduling travel and conferences, making appointments, creating itineraries, and doing expense reports.
• Produces and catalogs information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Manages the office front desk, screens and directs callers to appropriate persons or voicemail boxes.
• Manages deliveries by receiving packages and disseminating accordingly
• Must ensure confidentiality of information by diligently requiring visitors to sign in and sign out and a get a NDA signed as and when deemed necessary
• Sends and distributes messages via the company’s e-mail, voicemail, faxing, and paging systems.
• Must maintain an efficient documentation and filing system.
• Maintains Studio calendar, updates to crew list and other intranet entries.
• Books business travel for the studio employees.
• Maintains front reception, copier, and supply areas in neat and orderly fashion.
• Assists with select projects for PR and Marketing departments as needed.
• Assists hiring managers as needed, i.e., scheduling and greeting candidates.
• Performs general support functions, i.e., filing, shredding, tallying, word processing, correspondence, etc.
• Sets up and administers extra-curricular programs including Holiday Food Drive, Toy Drive.
• Performs other related duties and assignments as required.

Requirements:

• Previous executive assistant and/or front office experience.
• Uphold a strict level of confidentiality
• Strong prioritization and multi-tasking skills.
• Must be upbeat, positive and provide a friendly environment at the front desk.
• Basic clerical skills, such as filing, word processing, document/mail sorting, scanning, faxing, and copying.
• Ability to perform under stress and work as a team
• Good verbal communication and customer service skills.
• Proficiency in Microsoft Word, Excel and Filemaker Pro.
• Experience with Google and Adobe Photoshop preferred.
• An interest in Film/Entertainment, Film History, preferred.

TO APPLY:

Must be eligible to work in the United States.

To be considered for this position, please include your resume and cover letter. You may contact us at:

Email resumes to: jobs@tippett.com
Please be sure to include the following in the subject line:
Resume: Your Name: Front Office/Executive Assistant

If your skills and abilities are a good match for the job opening, you will be contacted
in the near future. We will make every attempt to contact all qualified candidates, but
due to the high volume of interest in our job openings, we may not be able to contact
every individual. We will not be returning phone calls or emails seeking further
information about the opening or to confirm that we have received your resume.