Administrative Assistant-Light Iron Los Angeles

Job Scope:
The Administrative Assistant role is the crucial first impression of Light Iron’s exemplary client experience. The role is responsible for enhancing the client experience, which includes professionally greeting guests; taking lunch orders, distributing meals to clients, and billing all meal charges; accurately rolling calls and taking clear messages; and maintaining a welcoming, spotless environment that enables our clients to do their best work.

Typical hours are from 9:00 AM to 6:00 PM but are subject to change with limited notice. The role will require flexible hours, evenings, and weekend work on short notice. The role is entirely on-site with no ability to work remotely.

The ideal candidate is an enthusiastic, self-motivated individual with excellent people skills, strong phone etiquette, and discretion for our high-profile clientele.

Key Responsibilities:

• Professionally greet and guide clients during their time in the facility. Nurture a positive, collaborative, and welcoming environment that’s consistent with Light Iron’s brand.
• Receive, roll, and take clear messages of all incoming calls.
• Maintain a spotless and inviting client environment for all client areas including, but not limited to, the lobby, reception desk, client service desk, common areas, kitchen, patio, stockrooms, and restrooms. This includes washing dishes frequently to keep the sink clear.
• Take, plate, and distribute meal and beverage orders for clients and guests.
• Update and maintain an internal database of all client meal and beverage preferences.
• Organize, name, and upload all receipts and office-related expenses for Client Services Manager review.
• Expense all Client Services purchases accurately, bill client meals for producer review, and create purchase orders as requested.
• Organize stockroom food, beverage, and cleaning supplies; update stockroom inventory database; and proactively flag low stock items to the Client Services manager.
• Stock all client finish bays with snack trays, beverages, and other food as directed by the Client Services manager.
• Assist the Client Services Manager with creating, updating, and distributing team specific documentation.
• Assist with the ideation, coordination, and execution of client and staff events such as onsite client presentations, offsite mixers, and staff parties.
• Assist with booking rooms, scheduling meetings, and facilitating travel on behalf of staff.
• Proactively assist other departments with ancillary tasks as needed. These may include, but are not limited to, scanning employee documents, updating internal databases, and receiving incoming physical assets.

Recommended Skills & Personality:

• Outgoing, personable, energetic, and enthusiastic attitude.
• Excellent verbal and written communication skills.
• Strong phone etiquette skills.
• Discretion, especially when dealing with high-profile clientele.
• Customer service skills, with an ability to proactively attend to client needs.
• Self-starter who consistently proposes new ideas to enhance the client experience.
• Prior food service, barista, or hospitality experience.
• Eagerness to learn about post production and cross-train with other departments.
• Required Experience & Expectations
• Interest in exploring a career in post production.
• Minimum of one year of prior experience in a post-production, food service, hospitality, or office environment.
• Must be available to work flexible hours, evenings, and weekends on short notice as needed.
• Knowledge of Microsoft Office Suite, Google Workspace, Zoom, Slack, and food delivery platforms.
• Comfortable in a macOS environment.
• Must own a vehicle, have a valid driver’s license, and maintain a clean driving record.

Work Environment and Physical Demands:
This job operates in a professional office environment. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk and hear. The employee frequently is required to stand; walk; use hands and reach with hands and arms; and be able to lift product or equipment weighing up to 50 lbs.

Position Type/Expected Hours of Work:
Prompt and regular attendance is required. Prompt and regular on-site attendance is required. This position is a full time (40 hours per week) position. Employees are expected to begin work at the start of their scheduled shift and to complete their assigned work shift according to the responsibilities of their position.

This position works standard business hours each week and may require overtime and weekend work.

Travel:
No travel is expected.

Other Duties:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

It is the policy of Panavision to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information or any other protected characteristic under applicable State and Federal law.

Salary : $17