Office Production Assistant

Job Description

The Office Assistant / PA is responsible for supporting the smooth day-to-day function of the offices. These responsibilities include handling errands, pick-ups and deliveries, stocking and maintenance of supply rooms, coverage of Reception when the Receptionist is away from the desk. This position requires you to be forward and proactive in seeking opportunities to provide assistance to our various departments each day. This will provide everyone the best coverage, while allowing you to learn every area of the company.

This position is in Los Angeles and reports directly to the People Operations & Community Culture Manager.

ESSENTIAL FUNCTIONS:
• Performs rounds each morning and evening to open and close the office. Ensures that everything is in place and takes responsibility for overall cleanliness and safe operations for both employees ad guests, notifying Operations when any corrective measures are needed.
• Acts as the runner for the office handling all deliveries / pickups and special requests for all departments.
• Checks mailboxes at all locations and delivers mail to recipients.
• Manages the inventory in the supply rooms and works with Receptionist in ordering and restocking supplies.
• Helps to maintain neat and tidy public spaces and supply rooms and implements new organization systems when necessary.
• Be aware and report any maintenance issues to Operations. Become familiar with lot maintenance and operations procedures.
• Assist with Tallie in the absence of Executive Assistants.
• Covers for the Receptionist when he/she is away from the desk. Is familiar with Reception desk procedures and can execute in his/her absence.
• • Answer the mainline phone and transfer calls to the appropriate parties.
• Covers for the Executive Assistants when necessary, making an effort to learn these roles across the company to be prepared.
• Handle special projects and provide desk coverage when needed.

ESSENTIAL KNOWLEDGE, SKILLS and ABILITIES:
• Is consistently punctual, reliable, and energetic with a positive attitude.
• Excellent communication skills and ability to interact with guests, high-profile individuals, and employees alike.
• Eager to learn the inner workings of the entertainment industry via involvement with our various departments.
• A team player who is willing to help out wherever needed.
• Innovative and willing to take ownership of projects and execute new ideas.
• Strong problem solving and critical thinking skills. Willing to offer and receive constructive feedback as it relates to the improving function of the position.
• Understanding of and commitment to upholding Shondaland safety and security procedures.
• Able to adapt to change and be flexible in an ever-growing environment.
• Quickly develops understanding of day-to-day Shondaland operations and priorities and continually works to maintain and create optimal office function.
• Sense of discretion in regards to sensitive information.

POSITION QUALIFICATIONS:
• Valid Driver's License and car in good working condition
• Associate or Bachelor's degree from an accredited college or university preferred
• Strong verbal and written English communication skills
• Proficient in Microsoft Office Suite (including Word, Excel, PowerPoint)
• Ability to consistently apply good judgment and make good decisions
• Ability to work in a fast-paced and sometime unpredictable environment
• Reliable form of transportation

PHYSICAL REQUIREMENTS:

This position is deemed to be and have the following requirements:

____ Sedentary work

____ Light work

_x__ Medium work

____ Heavy work

____ Very heavy work

Job Type: Full-time

Jobcode: Reference SBJ-rjqwx2-216-73-216-212-42 in your application.