Job Title: Administrative Assistant II (support SVP)
Location: Miami, FL
Duration: 3 Months
Xoriant reasonably expects the pay rate for this position to be within the following range: $25/hour-$30/hour.
The key purpose of this position is to provide administrative support to 3 executives. The Administrative Assistant is working with the Networks and Distribution team and is expected to be integrated at various levels with the processes and activities relating to the day-to-day operation of the department. The Administrative Assistant should have an enthusiastic interest in the entertainment business and a proactive willingness to take on various administrative responsibilities that is required to keep the operation running effectively and efficiently. Working within their team, the Administrative Assistant is the interface/liaison for the company to connect the operations with both internal and external contacts – vendors, service providers, clients, SPT Departments, etc. A successful Administrative Assistant has a critical role in making sure that the team operates effectively, and strong communications are maintained whether supervisors are in or out of the office. Responsibilities: Calendars & Phone Coverage (40%): Cover executives’ phones. Maintain Supervisors’ respective, complex calendars, staying on top of all changes. Coordinate conference/video calls with all levels of executives, send calendar invites to attendees with call-in or videoconference details and ensure that all attendees receive an agenda prior to meeting as needed. Reservation of meeting and videoconference rooms required and liaison with IT needed for videoconferencing or laptop loaner needs. Travel Arrangements & Expense Reports (30%): Arrange domestic and international travel, including booking and confirming flights, research of visa requirements, lodging and ground transportation with Company travel agents and submitting Travel Authorization requests via Ariba program. Consistent follow up to avoid changes in cost. Cost effective research. Prior to executives’ departure, prepare business information packets including itinerary, meeting agenda (includes confirmation of all meeting locations, times, and participants with contact information to ensure successful and productive trips), travel documents, presentations, relevant agreements, and financial binders as needed. Create and track corporate expense reports monthly in Concur Solutions database system to ensure swift monetary reimbursement and ensuring that all corporate expense reports comply with company’s T&E policy prior to submission. Collect receipts from Executives required at the end of each month or upon return from a business trip. Purchase Order processing and approvals (10%): Process purchase orders in Ariba and SAP. Tracking approval requests for the executives to ensure that travel, payments, corporate expenses, P.O.’s are approved in a timely manner. Translations/PowerPoint Presentations (10%): Translations from English/Spanish, Spanish/English of emails, memos, letters, and special projects as requested. Preparation of Power Point Presentation and reports for special meetings and other kind of presentations.