Assistant

This is a Full Time Job

Aspect has an opening for an assistant who is highly organized and proactive to provide support to the Co-Presidents & Head of HR. We are an award-winning motion picture advertising agency with over 45 years of history based in North Hollywood, CA.

Key Responsibilities:

Scheduling and Calendar Management
Coordinate and manage calendars for three Co-Presidents and Head of HR.
Arrange internal and external meetings, including client and team meetings.
Prepare for various meetings and follow up on action items as needed.

Project Support
Assist with various HR projects related to the employee life cycle, including recruiting, onboarding, performance reviews and offboarding.
Help facilitate employee engagement initiatives, such as organizing events, assist with ideating employee recognition programs and other culture-related activities.
Participate in ad hoc projects as assigned, providing administrative support and ensuring project timelines are met.

General Administrative Support
Prepare and edit documents, presentations and reports for team.
Handle confidential information with discretion and professionalism.
Maintain and organize office records and documents.

Travel and Expense Management
Arrange travel accommodations for remote employees traveling to the office including flights, hotels, and transportation.
Process and submit expense reports for Co-Presidents as needed.

Office Coordination
Act as a liaison between departments and leadership to facilitate smooth communication.
Manage office supplies and coordinate with vendors as needed.
Support team-building activities and assist in planning agency-wide meetings and events.


Qualifications:
Experience: 2-4 years of relevant administrative experience, preferably in an office setting.
Education: Bachelor's degree preferred, or equivalent work experience.


Skills:
Excellent organizational and multitasking abilities.
Strong written and verbal communication skills.
Proficiency in Slack, Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management tools (Monday.com, PandaDoc).
Ability to maintain confidentiality and handle sensitive information with integrity.
Self-motivated, proactive, and able to work independently as well as part of a team.


Desired Traits and Interests:
Interest in pursuing a career path in Human Resources or as an Executive Assistant.
A passion for the entertainment and creative marketing industry.
High level of professionalism, adaptability, and problem-solving skills.


LOCATION
North Hollywood, CA.
Hybrid schedule, 3 days (Tuesday, Wednesday, Thursday) in office and 2 days WFH.