Assistant, Workplace Services

United Talent Agency•Los Angeles, CA

5d•$23 - $25•Onsite

About The Position

UTA seeks a detail-oriented Assistant to support two executives on our Workplace Services team. The ideal candidate will bring prior professional office experience, strong organizational skills, and the ability to manage multiple projects in a fast-paced, project-heavy environment. This role requires excellent attention to detail, adaptability, and a passion for the entertainment business. This position is based in Beverly Hills, California.

Requirements

2+ years of prior administrative experience in facilities or a similar role in a fast-paced office environment
Excellent customer service skills with a positive, professional, and self-motivated attitude
Self-starter who can learn new functions quickly and accurately
Able to work well under pressure, meet deadlines, and adjust to changing priorities
Highly organized and detail-oriented, with the ability to manage multiple projects simultaneously with minimal supervision
Exercises excellent judgment, discretion, and confidentiality when handling sensitive information
Excellent written and verbal communication skills
Ability to liaise with senior-level executives, internal staff at all levels, and external clients and partners
Ability to work overtime as needed
Ability to lift or move items that are 25 lbs. or more
Highly proficient with Microsoft Office Suite, including Outlook, Excel, Word, and PowerPoint
Familiarity with other platforms and systems, including Zoom, Slack, Box, Concur, and Workday

Nice To Haves

Bachelor’s degree strongly preferred but not required

Responsibilities

Provide exceptional administrative support to the Vice President and Director managing a high volume of scheduling, coordinating, and managing of logistics for meetings across multiple attendees.
Manage guest office hoteling calendar scheduling and set up before use of space.
Work closely with People Operations team to help process access card and parking activations and deactivations, and track/manage reporting.
Process work orders with building engines for each including overnight parking requests.
Save and track all expenses and code P-card transactions online, and process check requests as needed.
Handle LA Transportation Program and manage all communications and process efficiently.
Answer email inquiries about the facility by clarifying desired information; researching, locating, and providing information.
Work closely with IT and Facilities to assist with setting up new employee offices or workspace with equipment and supplies.
Provide additional team support and assist with special projects as needed.
Prepare monthly expense reports for review & submit to accounting for approval.
Assist with employee moves coordination.
Submit orders of snacks and beverages weekly online.
Retain receipts for all catering services and track regularly on the spreadsheet.
Additional tasks and projects as needed.