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Administrative Assistant, HR & Comms

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Administrative Assistant, HR & Comms

Salary: $60,000 - $75,000
• Emerging Level
Skills: Coordinator Hr/Recruiting/Staffing

Summary

The Administrative Assistant, HR & Communications is responsible for performing a broad range of administrative duties in support of two Senior Executives-- the Global Head of HR and the EVP, Global Communications & Marketing for the Universal Studio Group division.

Category Assistant  HR/Recruiting/Staffing 
Location Greater Los Angeles Area
Time Period Full Time
Posted Date Sep 13, 2023
Start Date N/A
End Date N/A

Job Description

The Administrative Assistant, HR & Communications is responsible for performing a broad range of administrative duties in support of two Senior Executives-- the Global Head of HR and the EVP, Global Communications & Marketing for the Universal Studio Group division.  This position is responsible for interfacing & problem solving with several internal and external business partners and providing support for their teams on ad hoc projects.  

Essential Responsibilities:
  • Provide executive administrative support including but not limited to: answering high volume phones, heavy calendar scheduling, and planning all travel arrangements using Concur
  • Reconcile purchasing cards, travel receipts, and expense reports
  • Track, reconcile and file departmental invoices/accounting
  • Act as liaison between department staff & other departments, external vendors and consultants
  • Prepare internal and external correspondence
  • Maintain distribution lists and shared drive, keeping organization charts current
  • Handle ad hoc office administrative duties for both the HR & Communications teams (maintain weekly reports, create meeting agendas, meeting setup, office supply orders, coordinate drive-ons with security and provide check in instructions, schedule facilities, manage office share drives etc.)
  • Work on special projects as needed, frequently synthesizing data into a cohesive story
  • Maintain standards of strict confidentiality with respect to all matters and documents
Basic Qualifications:
  • Bachelor’s degree
  • Minimum of 2 years executive administrative experience supporting senior level Executives
  • Minimum of 2 years of professional experience with Microsoft Office (i.e. Word, Excel, PowerPoint, Outlook)
Desired Characteristics:
  • Ability to work in a fast-paced environment
  • Superior organization and ability to meet tight deadlines
  • Experience coordinating multiple assignments and projects at once
  • Excellent writing skills with attention to detail
  • Highly resourceful, a problem solver, with strong communication skills – both written and verbal
  • Ability to exercise a high level of discretion in handling confidential and sensitive information
  • Excellent interpersonal skills
  • Ability to work both independently and with a team
  • Experience using Canva to design communications
Eligibility Requirements:
  • Must be willing to work in Universal City, CA location a minimum of 3 days/week
  • Must be willing to travel if necessary (can omit if not relevant)
  • Must have unrestricted work authorization to work in the United States
  • Must be 18 years or older
Application Information:
This role has been designated as hybrid, generally contributing from the office a minimum of three days per week. 

Salary range: $60,000 - $75,000.

Job Type Full Time 
Weekly Limit N/A
Shift Day
Attached Files
N/A