POSITION DESCRIPTION

POSITION TITLE : Administrative Assistant

DATE EFFECTIVE: 03/24/2023

DATE REVISED: 03/24/2023

LOCATION: Los Angeles, CA

TRAVEL: Moderate

JOB CLASSIFICATION: Non-Exempt

JOB LEVEL: 3

POSITION SUMMARY

The Hollywood Bureau Office is seeking a customer service oriented Administrative Assistant to provide support to department staff by providing high quality administrative and clerical assistance. The Administrative Assistant must ensure coverage and office flow are continued and maintained.

RESPONSIBILITIES/DUTIES

• Respond to all correspondence consistent with department values and objectives while building positive relationships;
• Organize daily calendars, and meetings, and maintain manageable schedules by understanding the time demands of executive activities;
• Answer and direct phone calls with exceptional service, eliciting positive responses from others;
• Answer emails and other correspondence in alignment with department values and objectives while building positive relationships;
• Serve as liaison for support for technologies (i.e., computers, apps, and other devices);
• Attend meetings, record key issues, and prepare and disseminates follow-up materials on time to meeting participants;
• Provide suggestions to improve office operations and troubleshoots problems;
• Oversee seamless filing system for all new hard copy and online documents to support efficient office operations;
• Organize procedures and day-to-day tasks to ensure ease of execution;
• Serve as a trusted advisor handling confidential information with utmost maturity, discretion, and diplomacy;
• Process purchase requisitions on time and check requests ensuring proper payment;
• Prepare and disseminate high-quality special mailings;
• Perform any other related duties as may be assigned by the Director of the Hollywood Bureau or other designee.

QUALIFICATIONS

Education/Professional Experience

• High School Diploma with 1-2 years of general business experience and strong knowledge of standard office procedures and protocols;
• A passion for social justice generally, racial justice specifically, and the connection of each within the entertainment industry;
• Demonstrated ability to use interpersonal skills to achieve outcomes within a complex organization successfully;
• Passion and energy to manage details in alignment with the broader mission.
• Excellent organizational and multitasking skills;
• Outstanding written and verbal communication skills; and
• A working understanding of the NAACP’s structure, policy, procedures, and goals.