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Office Assistant

Location: Los Angeles, CA

Considerations: Position works full time out of our Los Angeles, CA office. Position travels and is lodged in Park City, UT for approximately two weeks to work onsite during the January Film Festival. In addition, this role works extended hours, including evenings and weekends at key points throughout the year and must be willing and available to respond to on-call needs as assigned.

Position General Summary: Provides efficient and professional first point of contact for walk-ins and phone calls to the Los Angeles office and assists with office processes and events.

Essential Job Functions and Duties: 

  • Welcomes, greets and assists all visitors (customers, clients, vendors, employees, and other guests) and answers and routes all incoming calls to the Institute lines quickly and efficiently.
  • Maintains an organized office environment by keeping the reception area, kitchen, office supply closets, mail, and conference rooms stocked, neat, clean and inviting throughout the day.
  • Opens office at beginning of the workday and secures office at the end of the workday this includes distributing faxes, mail, ensuring lights and other electronics are turned off/on, meeting spaces are cleaned, etc. on a daily basis.
  • Coordinates office-wide processes and needs e.g. office supplies, staff travel support, parking, recycling, storage, etc.
  • Stays up to date on Institute general information, programs, submission timelines, deadlines and application details.
  • Serves, under the direction of the Office Manager, as a point of contact for building maintenance and related issues.
  • Assists staff with preparing, notifying, and tracking FedEx, USPS (regular and bulk mailings) and UPS as requested.
  • Retrieves messages from general voice and email boxes and distributes or answers as appropriate.
  • Checks the fax machine throughout the day and distribute faxes.
  • Assists staff with general office projects from the front desk, such as mailings, creating packets, research, etc.
  • Plans and coordinates office-wide events and activities as assigned. May include office parties and other gatherings and events.
  • Help facilitates monthly Institute staff meetings collaborating with technology services to start on time, ensure functionality, mc meetings, keep meeting on track, etc. 
  • Other duties as assigned.

Position Requirements:

  • Legal authorization to work in the United States.
  • 1 year experience in office environment.
  • Must have strong verbal and written communication skills.
  • Exceptional organizational and multitasking skills.
  • Ability to demonstrate integrity, dependability, responsibility, accountability, self-awareness, work ethic, and empathy.
  • Excellent interpersonal skills and ability to work effectively with a wide variety of people.
  • Basic knowledge of Microsoft Excel and Word, and Google applications.
  • Excellent customer service skills. 
  • Ability to work extended hours, including early mornings, nights, and weekends. 
  • Preferred Education, Experience and Skills:
  • 1 year experience working at the reception desk with multi-phone lines.

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