Job description
POSITION SUMMARY:
Provide administrative support to the VP of Digital Marketing and Digital Marketing Department • Irvine Office through a variety of related responsibilities. The position requires an ability to handle multiple tasks under deadlines, good judgment and a professional, supportive attitude.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
EXECUTIVE ADMINISTRATOR:
•Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive•s behalf
OFFICE ADMINISTRATOR:
CORPORATE TRAVEL / NAVAN:
ACCOUNTING / CHROMERIVER:
EVENT COORDINATION:
PERFORM ALL OTHER DUTIES AS ASSIGNED
EDUCATION AND ADDITIONAL REQUIREMENTS:
AppleOne is proud to be an Equal Opportunity Employer. We believe in people, and we are committed to working with people of all backgrounds and connecting them with clients and companies who share our goals of diversity and inclusiveness. All qualified applicants will receive consideration for employment without regard to race, religion, ancestry, color, national origin, age, gender identity or expression, genetic information, marital status, medical condition, disability, protected veteran
#1056
Provide administrative support to the VP of Digital Marketing and Digital Marketing Department • Irvine Office through a variety of related responsibilities. The position requires an ability to handle multiple tasks under deadlines, good judgment and a professional, supportive attitude.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
EXECUTIVE ADMINISTRATOR:
•Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive•s behalf
- Maintaining comprehensive and accurate records
- Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary
- Performing minor accounting duties
OFFICE ADMINISTRATOR:
- Answering phone calls in a polite and professional manner
- Welcoming visitors and identifying the purpose of their visit before directing them to the appropriate person
- Schedule and coordinate agendas, travel plans and appointments for upper management
- Manage emails, letters, packages, phone calls and other forms of correspondence
- Composing and/or transcribing correspondence
- Organize and maintain a central filing system as well as working files for administrative matters and chronological correspondence
- Create and update databases and records for financial information, personnel and other data
- Track and replace office supplies as necessary to avoid interruptions in standard front office procedures
- Coordinate the return of equipment from associates
- Help onboard new associates with the ordering of hardware and software
- Create and maintain various reports on a weekly, monthly, and quarterly basis
- Coordinate Docusigns between HR, management teams & associates
- Assist with the bidding of vendor services/contracts
- Provide updates to educate team on corporate/teambuilding initiatives (benefits enrollment, holiday schedule, required trainings, etc.)
- Submit reports and prepare proposals and presentations as needed
- Assist colleagues whenever there is an opportunity to do so
CORPORATE TRAVEL / NAVAN:
- Assist in the setup of department associate accounts and training
- Aid in booking travel arrangements for department associates
ACCOUNTING / CHROMERIVER:
- Assist in the preparation, processing and tracking of expense reports, vendor contracts, check requests and invoices when required
- Act as expense report auditor for Strategist, Digital Content and Creative Services departments
- Provides supporting backup as requested by Accounting department
- Maintain department budget item expenses tracking and actuals
- Coordinate with accounting for operating cost schedules and expense reports
- Support bookkeeping and budgeting procedures for the company
- Assist in setup of department associate accounts, training and proper submission of reports
- Create, manage expense reports, budgets and filing systems for management use
EVENT COORDINATION:
- Organize and coordinate online and in-person meetings, conferences and events
- Coordinate department and executive receptions/luncheons
- Arrangement of promotional items, handouts, foodstuff, and motivational activities/discussions included
- Assist with Digital Marketing Department teambuilding activities, communications, etc.
PERFORM ALL OTHER DUTIES AS ASSIGNED
EDUCATION AND ADDITIONAL REQUIREMENTS:
- Five (5) years Executive Assistant experience supporting an Executive VP or Office Administration preferred
- High school diploma or GED required
- Intermediate to advanced PC/Mac skills including Microsoft Word, Excel and PowerPoint required
- Knowledge of Box, Chromeriver, Navan, Airtable, Notion and/or Tableau a plus
- Excellent communication skills, verbal and written, as well as strong organizational and interpersonal skills. Ability to meet multiple deadlines while maintaining a professional
AppleOne is proud to be an Equal Opportunity Employer. We believe in people, and we are committed to working with people of all backgrounds and connecting them with clients and companies who share our goals of diversity and inclusiveness. All qualified applicants will receive consideration for employment without regard to race, religion, ancestry, color, national origin, age, gender identity or expression, genetic information, marital status, medical condition, disability, protected veteran
#1056
High School
0-1 years
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