Administrative Coordinator - Interstellar Arc
Felix & Paul Studios
Job Level
Mid-LevelSenior
About the role
- Assist the Client Operations Manager with creating projects, monitoring fieldwork, writing reports and invoicing clients.
- Support the Executive Leadership Team (VPGMs and VPs) by performing administrative duties.
- Organize travel arrangements including airfare, car rental and hotel accommodations.
- Prepare and complete expense reports for Executive Leadership team including approvals for their direct reports.
- Provide client meeting support: book meetings, set up and clean conference rooms, order meals and make restaurant reservations.
- Manage Executive Leadership calendars and actively check calendars at least once per week.
- Manage invoice processing and tracking.
- Maintain stock of client meeting room supplies and office supplies and order as needed.
- Prepare correspondence, presentations, and reports with a good eye for PowerPoint.
- Maintain VPGM org charts for respective teams.
- Participate in New Employee Onboarding including coordinating building pass, parking permit, American Express application, business cards, expense system training.
- Maintain hotel and restaurant recommendation lists for client visits.
- Process PAFs (Personnel Action Form) as required.
- Perform additional duties as assigned.
Requirements
- Handle confidential matters with sensitivity and discretion.
- Able to manage multiple priorities under tight deadlines.
- Be able to deliver results under pressure often involving last-minute changes.
- Strong communication and interpersonal skills.
- Maintain strong working relationships with clients, customers, and company associates.
- Able to prioritize conflicting demands and organize time.
- Good problem-resolution skills.
- Proficient in Microsoft Office applications including Word, PowerPoint and Outlook with intermediate to advanced Excel skills required.
- High School Degree or GED required.
- Up to 5 years’ experience in an administrative position.
- Ability to lift and carry light objects.
- English is the primary language skill; bilingual skills may be required based on business necessity.
