What are the responsibilities and job description for the Administrative Assistant position at IMAGE SFX?
An IMAGESFX Administrative Assistant is assigned by the Director of Touring Operations to support in the advancement of one-offs, residencies and tours by using pre-established procedures and templates to streamline project operations. They work alongside Project Manager(s), who supervises their assignments related to the project and their output.
Responsibilities
PROJECT MANAGEMENT SUPPORT
- Draft initial budget structures and assist in budget iteration, as requested
- Draft initial contracts/change orders and assist in contract iteration, as requested
- Draft initial invoicing schedules and assist in generation of invoices via accounting platform, as requested
- Serve as database master for Monday.com and OneDrive, populating initial information and managing updates
- Manage all IMAGESFX merchandise and tour swag purchases
- Manage all IMAGESFX subcontractor birthday/holiday cards and gifts
CONSUMABLE PURCHASING ADVANCEMENT
- Draft and maintain project operations databases with purchasing and hazmat trucking paperwork
- Actively track and record all purchasing expenses in real-time
- Actively track and record all freight/shipping expenses associated with purchasing in real-time
- Support tracking of all consumable inventory stores in Baltimore Warehouse, Vegas Warehouse and with international partners
TOUR CREW SUPPORT
- Collaborate with Project Manager(s) and Touring Crew Manager to book travel for tour preps
- Communicate with subcontractors regarding logistics for prep
- Support Touring Crew Manager with recruiting, onboarding and project hire tasks
- Support Touring Crew Manager in the development and execution of technician trainings
How Success Is Measured
- Experts can “expert”. Project managers are freed-up to tackle problems in their areas of expertise with peace of mind support.
- Administrative tasks like budgeting, contracting and invoicing have a reduced turnaround time because Project Managers are supported in initial and iteration stages.
- Project management databases are structurally populated and maintained proactively.
- Purchase Orders, Order Acknowledgements, Order Confirmations, Ship Dates, Shipping Addresses, Import/Export Documentation and Tracking Information for all purchases are actively managed in project management databases. Details are kept organized and filed in project databases for all Project Managers and Coordinators to review.
- Expenses associated with purchasing are accurately reported and documented so Project Managers can project costs for budgeting and bill back costs in a timely manner to clients.
- All projects have an accurate hazmat trucking plan with a Driver Binder including all required paperwork completed to DOT regulation.
- When challenges arise related to purchasing or consumable shipments, they are dealt with in an urgent manner and all applicable parties are involved and provided updates.
- Subcontracted team members have reliable communication regarding tour prep/training travel and logistics for their time at an IMAGESFX warehouse.
Qualifications
- Bachelor's degree
- Detail-minded and highly focused in order to demonstrate accuracy and thoroughness
- Flexibility to work in fast-paced environment with challenging and changing demands
- Able to actively listen and professionally, effectively communicate
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
- 18 years of age or older
- Able to pass a background check