Please read this posting in its entirety. To be considered for this position you will need to find the password hidden in the text and put the password in the subject line of your reply. It's our way of seeing who is serious about this job. Please attach your resume in Word or .PDF format ONLY (you should make sure your resume contains your name in the filename).
The Project Coordinator/Administrative Assistant will ensure that our very busy 50+ person IT department is running smoothly by providing general administrative support to the CIO and departmental Directors. The right candidate will help ensure that the IT department delivers on projects and initiatives. This is a critical position, which requires maturity, professionalism and a great attitude. This position is well suited for a career Administrative Assistant or someone looking to move into Project Management or Administration.
Daily tasks and activities:
Coordinate meetings by scheduling, preparing and distributing materials, arranging for facilities, equipment and catering, and ensuring proper set-up
Ensure accurate and timely coding and signoff for a large quantity of departmental invoices
Coordinate travel arrangements
Responsible for timely completion of expense reports
Assist in the completion of special projects required by the CIO and Department Directors which may often be confidential in nature (e.g.: budgets, salary and personnel transactions, performance appraisals, etc.)
Responsible for several weekly reports ensuring all information is up to date and accurate
Assist with routing and filing resumes, project approval forms and vendor contracts
Manage schedules and coordinate appointments
Maintain project budget tracking documents for Project Managers and overall IT budget for Finance (including budgeted amount and forecast to date)
Participate in bi-weekly budget reviews with Project Managers
Identify and take initiative to improve and streamline team processes
Order and maintain supplies and arranges for equipment and facilities maintenance
Maintain files and follow-up system for department correspondence
General administrative duties including photocopying and document scanning
Perform administrative duties associated with new hires
Requirements:
4 year degree
Minimum 3 years of relevant professional experience
Extremely detail oriented
Ability to effectively multi-task in a high pressure environment
Ability to work with minimal direction and oversight
Strong written and oral communication skills
Ability to handle confidential material appropriately
Proficiency with MS Excel, Word, PowerPoint
Familiarity with MS Visio
Common sense, sound judgment, capacity and desire to learn
We are a busy, fast growing fitness and wellness company located in Santa Monica. We design, produce and market our own in-home fitness programs (P90X, Hip Hop Abs, Turbo Jam, Power 90, Yoga Booty Ballet and more). We are an extremely cool group of people, decidedly un-corporate, talented, bright and decisive (p/w pixie). We work very hard and try to have a lot of fun while we do it. We get the pleasure of helping people and impacting their lives in a positive way every day through our products and services.
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Tags: Project Coordinator/Administrative Assistant (Santa Monica CA)
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