RECEPTIONIST AND EVENTS ASSISTANT
Office of the President

POSITION SUMMARY

Provides administrative support for efficient office operations of the President’s office. Prepares materials for presidential meetings and assists with presidential travel logistics and management of the Annenberg President’s House under direction of Executive Assistant. Processes the President’s complex expenses, and works with Chief of Staff to process invoices and other office expenses. Serves as a primary point of contact and welcomes internal and external customers to the executive offices of the Administration Building. Fields a variety of inquiries to executive office and provides superior customer service to all executive office visitors. Coordinates receptionist and student worker tasks/projects. Reports to: Executive Assistant to the President

SUMMARY OF DUTIES, RESPONSIBILITIES AND GOALS

  1. Reception for executive offices of the Administration Building
  2. Serves as the first point of contact, greet guests, offer drinks, contact relevant party, answer questions
  3. Notifies the
  4. Office of the President when guests arrive
  1. President’s expenses
  2. Processes complex monthly visa statements
  3. Follows special process for California Club dues payment
  4. Prepares annual college car usage log
  5. Processes reimbursements, cash advances, etc.
  1. Answers phone, answers questions, redirects
  2. Screens and directs incoming telephone calls
  1. Provide support to Office of the President staff upon request; fulfill a variety of other office duties
  2. Process Office of the President invoices and expenses under direction of Chief of Staff
  3. Liaison to Campus Dining, Facilities, & Copy Center, Campus dining
  4. Identify meeting rooms and order refreshments
  5. Orders for President’s Office coffees/lunches
  6. Weekly office refreshments
  7. Facilities
  8. Work orders for cleaning, repair, maintenance
  9. Coordinates impactful facilities work with executive suite staff
  10. Copy Center
  11. Maintenance/repair requests
  12. Restock paper or staples, replace toner, etc.
  13. Processing daily mail, weekly scanning, and as needed projects such as supply closet organization
  1. Annenberg President’s House
  2. Coordinate booking for guests staying at the Annenberg President’s House
  3. Request and follow up on routine maintenance and cleaning for the House.
  1. Book conference room, assist with scheduling
  2. Primary contact to reserve executive suite conference room
  1. Assist with special events
  2. Board of trustee name tags, name plates, medallions
  3. Community meeting logistics
  1. Back up student workers as needed
  2. Event support (items from storage, clean reusable nametags, etc.)
  3. Shredding
  4. Dishes from office visitors
  5. Campus errands
  1. Perform other duties as assigned or requested

QUALIFICATIONS

Experience, Skills, Competencies Required:

Minimum 2 years of general office/administrative support experience, including receptionist responsibilities, preferably in an executive suite

●Must have exceptional customer service demeanor and establish a professional, welcoming atmosphere in person and on the phone

●Must have excellent written and oral communication skills

●Must have ability to work with and maintain highly confidential information with the utmost discretion

●Must have excellent organization skills and be attentive to details

●Must have ability to work on multiple tasks effectively and efficiently

Demonstrated Technical Skills/Experience Required:

●Microsoft Word and Excel with significant accuracy and speed

●Proficiency with Google platform (email, calendar, contacts, shared drive, etc.) preferred

●Designated driver status preferred for occasional President’s Office errands

APPLICATION INSTRUCTIONS

Please submit a resume and cover letter explaining how your qualifications meet the requirements of the position to .

We will consider for employment all qualified Applicants, including those with Criminal Histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance.