Job title: – Administrative Assistant
Location: – Glendale, California 91201 (Hybrid M – T in office Friday remote)
Duration: – 12 Months
Pay rate:- $20.94/hr. – $27/hr. on W2
- Looking for a candidate with a stronger administrative background rather than a production-focused profile.
- The ideal candidate will have some relevant experience, be eager to develop their skills and competencies, and be interested in growing within the role for the long term.
Job Description:
Position Summary:
- The Team Administrative Support professional provides administrative, operational, and project coordination support for the Content & Integrated Production team.
- This role serves as a key partner to department leadership and production teams, helping manage schedules, meetings, vendor processes, and project logistics.
- The ideal candidate is highly organized, proactive, and comfortable working in a fast-paced creative environment supporting multiple stakeholders and priorities simultaneously.
Key Responsibilities:
- Manage calendars, schedule meetings, and coordinate complex team and leadership schedules.
- Prepare and process expense reports, purchase requests, and other administrative documentation.
- Organize team meetings, and department events, including agendas, meeting materials, and follow-up notes.
- Maintain department records, distribution lists, organizational charts, and resource documentation.
- Track and manage vendor documentation for multiple productions, working closely with Strategic Sourcing to ensure compliance.
Production & Project Coordination:
- Support creative and production teams with project setup, scheduling, milestone tracking, and workflow coordination.
- Assist with production logistics, including shoot schedules, call sheets, location coordination, and production documentation.
- Track project timelines, approvals, and key deliverables across multiple concurrent assignments.
- Coordinate reviews, presentations, creative approvals, and stakeholder feedback sessions.
- Support vendor onboarding, contracts, purchase orders, invoicing, and production-related administrative processes.
Operations & Financial Support:
- Assist with budget tracking, invoice processing, and financial reconciliation activities.
- Monitor spending against approved budgets and maintain project tracking reports.
- Support procurement and vendor management processes in partnership with finance and sourcing teams.
Team & Department Coordination
- Coordinate onboarding activities for new hires, freelancers, and contractors.
- Help maintain team calendars, production schedules, and resource planning tools.
- Facilitate collaboration across creative, production, account management, strategy, and business partner teams.
Basic Qualifications:
- 3+ years of administrative, coordinator, project support, or production support experience.
- Experience supporting creative, production, marketing, agency, entertainment, or media organizations preferred.
- Strong proficiency in Microsoft Outlook, Teams, Word, Excel, PowerPoint, and collaboration platforms.
- Exceptional organizational and time-management skills.
- Strong written and verbal communication abilities.
- Ability to manage multiple priorities and deadlines in a fast-paced environment.
- High attention to detail with strong follow-through and problem-solving skills.
Key Competencies:
- Organization and Planning
- Communication and Collaboration
- Financial and administrative acumen
- Experiencing bidding and sourcing vendors
- General knowledge of advertising agency workflow, roles and responsibilities pertaining to marketing content creation and production.
Required Education:
- High School degree or equivalent experience
Preferred Education:
- 4-year college degree – Communications, Film/Television