Administrative Assistant

Administrative Assistant

With minimal direction, the Administrative Assistant provides high-level administrative support as needed, handling a wide range of administrative and executive support tasks, and is able to work independently with minimum supervision.

The AA must consistently be attentive to detail, work with accuracy and demonstrate a high level of professionalism, sound judgment, discretion, and confidentiality in handling sensitive internal and external matters. The ideal candidate is polished, proactive, high-energy, results-oriented, and exceptionally organized, with outstanding written and verbal communication skills and a strong commitment to providing the highest level of service.

Responsibilities

• Positively represent executives and the organization at all times and follow organizational policies and procedures
• Manage and maintain schedules, appointments, and travel arrangements
• Answer and screen telephone calls and visitors, with a high-level touch and professionalism, tactfully handling inquiries and referring to appropriate party, as needed
• Conduct research and gather data as needed
• Provide support to department heads as needed
• Complete monthly expense reports
• Arrange travel for executives and guests as needed
• Serve as a Paley Ambassador by actively sharing Paley's social media content to amplify organizational reach and engagement
• Handle special projects and other duties as assigned

Core Competencies

Our successful employees meet the following criteria:

• Highly organized with proven ability to meet deadlines and budgets.
• Strong team player who collaborates well with others
• Ability to take ownership of all tasks and manage simultaneously
• Strong verbal communication and good business writing skills
• Positive and professional demeanor with excellent interpersonal, administrative, and managerial skills
• Ability to handle and prioritize multiple tasks while maintaining attention to detail
• Resourcefulness, creativity, and strong problem-solving and research skills

Requirements

• Bachelor's degree
• 4 years of administrative experience in a fast-paced environment
• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks proficiently with very strong attention to detail and follow up
• Excellent communication skills, written and verbal
• An independent thinker who is very detail oriented with excellent organizational skills
• A high energy team player who is proactive with great initiative
• Ability to perform thorough research to compile information and generate reports
• Proficient in MS Word, Excel, PowerPoint, and SharePoint
• Entrepreneurial spirit; excited about the future of media
• Strong work ethic with desire and preference to work in-person as part of a cohesive, collaborative, high-energy, in-the-office work environment
• Ability to work a flexible schedule, including evenings, weekends, holidays, and occasional overtime, as needed to support the Paley Center's dynamic calendar of events and programs
• Bilingual fluency in Spanish a plus

Equal Employment Opportunity Statement

The Paley Center for Media maintains a strong policy of equal opportunity in employment. It is our objective to recruit, hire, and retain the most qualified individuals without regard to race, color, religion, sex, sexual orientation or identity, national origin, age, disability, veteran status, or any other characteristic or status protected by applicable federal, state, or local law. Our equal employment philosophy applies to all aspects of employment, including recruitment, compensation, benefits, training, promotions, transfers, job benefits, and terminations.