Digitas

  • Administrative Assistant (Contract)

    Posted Date 4 days ago(10/12/2018 2:32 PM)
    Job ID
    2018-27960
    # Positions
    1
    Location
    California
  • Overview

    Adminstrative Assistant (Contract)

     

    We’re searching for a short-term Administrative Assistant who manage and coordinate calendars for capability, often involving extensive researching.  Schedule/coordinate appointments between clients, keeping appropriate staff and other personnel informed as needed.


    Tasks and responsibilities include:

    • Act as the liaison with clients; answer department’s phone, handle calls appropriately (e.g. handwritten message, voicemail, re-direct); Transcribe from tape, voice mail, handwritten notes, etc.
    • Create professional PowerPoint Presentations utilizing charts, diagrams and graphs
    • Maintain and distribute all correspondence/status reports for individual Client teams
    • Arrange domestic and international travel plans (e.g., flights, hotel, car, ground transportation, upgrades, visa/passport) that may involve multiple locations
    • Confirm accuracy and completeness of arrangements and deliver tickets and other documents
    • Research information from the internet to generate reports as needed
    • Arrange all aspects of on-site and off-site group meetings (space, catering, technology, transportation, materials, etc.)
    • Coordinate work through service departments as appropriate (e.g., Graphic, Travel, Facilities, etc.) to ensure accuracy and completeness of arrangements/deliverables.
    • Maintain current knowledge of Digitas technical (software, hardware, virtual) capabilities
    • Provide assistance with copying, faxing, and distribution of materials
    • Coordinate Client/department functions
    • Collect time sheets and submit on time
    • Assist with T&E preparation
    • Maintain team vacation and office in/out schedule
    • Provide reception backup coverage
    • Proactively assist other Departments/ AA’s during downtime

    Traits & Distinguishing Characteristics:

    • Display a professional, detail-oriented and proactive approach
    • Able to work independently and adapt to new situations
    • Proficiency in or demonstrates capability to quickly learn the tools of the position
    • Desire to excel and have an impact on the company’s growth

    To qualify, you’ll need:

    • Two or Four year degree
    • 1-3 years experience
    • Demonstrate strong verbal, interpersonal, and written communication skills
    • Proficiency in Word, Excel, and PowerPoint
    • Organized and able to handle multiple tasks in a fast-paced environment
    • Demonstrated strong task management skills
    • Demonstrated strong relationship management skills
    • Candidate must be open to travel as needed

    Got what it takes? We’d love to hear from you.
    Digitas is an equal opportunity employer.

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