Administrative Assistant - Meetings, Events & Travel Services

Job CategoryAdministrative/Clerical Job Location US-CA-Los Angeles StatusFull Time Position description The associate in this role will have responsibility for providing administrative assistance to the Senior Manager of the Meetings, Events & Travel Services (METS) Meeting Planning Group and project support to the METS Meeting Planning Group. Responsibilities include, but are not limited to: managing calendars using Lotus Notes and CONVENE, covering phones, making travel arrangements, generating correspondence, creating presentation materials and reports, filing, handling mail, transcribing phone mail messages and preparation of and research for data and documents for meetings. Additional responsibilities include, but are not limited to: site research and selection, creating/distributing Request for Proposals (RFP) to hotels/venues/vendors, vendor/venue contract negotiation and review, creating planning call agendas, facilitating planning calls with clients/vendors, coordinating with internal departments to insure meetings are legally compliant, coordinating transportation/dinners and teambuilding activities, offering guidance on agenda timing and creation, managing attendee databases (RSVP forms, transfers, confirmations), creating budgets, processing vendor/venue payments, and issuing and consolidating post-event surveys.This position involves frequent communication with a variety of people in various roles, both inside and outside the firm. It is very important for the person in this role to develop a working knowledge of the business, the departments and projects involved, in order to discern the managers priorities and initiate when appropriate.Qualifications Two to five years prior administrative experience, preferably supporting more than one person, corporate experience a plus Demonstrated ability to exercise initiative, good judgment and maintain confidentiality Excellent accuracy, attention to detail, and proofing skills Excellent verbal and written communication skills Excellent organization and prioritization skills Demonstrated ability to multitask Flexibility to work independently as well as in a team environment Strong professional attitude and demeanor Strong customer service skills Intermediate to advanced Windows, including Word, Excel, and PowerPoint (Access a plus) Experience with electronic calendaring (Lotus Notes is a plus) Interest in technology and learning new applications College degree preferredWe offer excellent salaries, a progressive environment and a premier benefits package that includes: Medical, dental and vision coverage effective day one Three weeks vacation in year one 15% of annual salary plus bonuses contributed by the company to your retirement plan, up to IRS limits Generous educational assistance Health club subsidy Paid, comprehensive training programs Team-oriented working environment Business casual dressWe are proud to be an Equal Opportunity Employer.