Administrative Assistant

Agency OMG23
ID 2021-3517
Location
US-CA-Burbank
Category
Administrative/Clerical
Type
Full Time

Overview

OMG23 is the Omnicom Media Group agency dedicated to Walt Disney Studios, Disney+ and Disney’s multiple television networks. At OMG23, we have the privilege of partnering with Disney on the planning, buying and implementation of its integrated ad campaigns for some of the entertainment industry’s most iconic brands. Our Walt Disney Studios team works on titles that include a wide variety of blockbuster films distributed under the Walt Disney Studios, Marvel Studios, Lucasfilm, Pixar Animation Studios, Walt Disney Animation Studios, 20th Century, and Searchlight banners. We are also proud to be Disney’s Agency of Record for their premier television networks including ABC, ABC News, Disney Channels, Freeform, National Geographic and FX. We live movies and TV. If you do too, see below for an opportunity to join our team. 

Qualifications

We encourage you to apply if the below describes your experience and talents:

 

  • Bachelor’s degree preferred
  • 1 – 2 years of Administrative support experience (entertainment industry is highly preferred)
  • Excellent written and verbal communication, organizational, interpersonal and analytical skills
  • Strong time-management skills, sense of urgency and delivery
  • A proactive approach to problem-solving with strong decision-making capability
  • Advanced proficiency in Zoom and Microsoft Office (Outlook, Word, Excel, PowerPoint and Teams)
  • Proven success in using discretion, judgment, working well independently and collaborating with teams across an organization
  • Demonstrated ability to be a strong team collaborator and adapt to a fast-paced, ever-changing environment
  • Must be a proactive self-starter, with proven ability to handle multiple projects, supporting multiple people and meeting deadlines
  • Willingness to be flexible, motivation to go “above and beyond” to get the job done
  • Demonstrated passion for media/entertainment

Responsibilities

Provide top notch support to Department Head and several designated VP’s and Directors.  As part of the Operations team, this role will also report to the Office Manager. 

Responsibilities include:
  • Represent OMG23 in interactions with clients, vendors, and the larger Omnicom Media Group network
  • Demonstrate good judgment and discretion related to confidential and sensitive matters/information
  • Manage any correspondence professionally
  • Manage Department Head’s calendar, including flagging and resolving conflicts and inconsistencies, making sure that the Department Head is aware and prepared for all meetings
  • Screen calls using judgment to determine which calls are appropriate to put through; escalate issues when urgent; take detailed messages; relay information as appropriate
  • Coordinate all logistics for meetings and events both internally and with clients and vendors, including but not limited to:
    • Coordinating schedules
    • Sending Outlook calendar invitations with meeting details, including Zoom or Microsoft Teams information, if applicable
    • Booking equipment, meeting rooms, travel and catering
    • Following up on data/responses needed from various departments
    • Schedule job interviews for teams/candidates
    • Assist in escalating IT issues when necessary
  • Coordinating and sending gifts to clients, vendors and department members, as requested. Keeping track of client birthdays
  • Managing expense reports for senior team members
  • Coordinating travel arrangements – understand needs, book hotels, flights, cars, etc.; compile information into an itinerary, to include all pertinent details and follow up throughout travel to ensure all goes smoothly
  • Assist with corporate initiatives including but not limited to conferences, industry events, press correspondence and corporate events
  • Support account teams with group and client projects including but not limited to ordering supplies, compiling reports and creating binders
  • Support Office Manager with tasks including but not limited to:
    • Collecting, reviewing and processing all vendor invoices on time while escalating any inconsistencies to the Office Manager’s attention
    • Ordering and processing standing desk purchases
    • Ad hoc office management projects
  • Create Microsoft Word, Excel and PowerPoint documents
  • Filing and clerical tasks as time allows
  • Cover for receptionist breaks and back up other administrative assistants, as requested by Office Manager

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