Administrative Assistant

Job Description

Administrative Assistant (Entertainment Contracts) - New York
Overview

Who We Are

SAG-AFTRA is the iconic American labor union that represents approximately 160,000 media professionals. SAG-AFTRA employees support our members and thrive on securing the strongest protections by negotiating the best wages, working conditions, health and pension benefits. We preserve and expand members' work opportunities, vigorously enforce our contracts and protect our members against unauthorized use of their work. ​

Responsibilities

What You'll Do

(This section provides a general summary of the most significant job duties performed. It does not explain in detail every single duty performed.)
• Provide professional level administrative support to entire Television and New Media Entertainment Contracts department.
• Receive, triage, and distribute phone calls and mail.
• Organize and maintain extensive filing system, scan documents.
• Institute follow-up on pending matters and complete assignments independently.
• Prepare, distribute, and archive correspondence.
• Complete accurate word processing and data entry into databases.
• Compile data and prepare reports.
• Prepare for and coordinate all meetings: set up calls, prepare documents, etc.
• Assist in formulating agendas.
• Assist with basic research and reporting on various issues.
• Maintain a general knowledge of procedures used in the department.
• Order and maintain supplies for the department, as well as coordinate repairs/replacement of equipment when requested.
• Represent supervisors and department in a consistently professional manner.
• Perform other duties as assigned.

Qualifications

What You'll Need

We want to make sure you're successful. To be considered, you must have:

(The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of this job with or without reasonable accommodation, using some other combination of skills and abilities.)
• Be highly proficient in all aspects of the position with track record of mastery and success at administrative support responsibilities.
• Demonstrated proficiency in PC software applications such as MS Word, Excel, Oracle; strong spelling and proofreading; typing 35 wpm minimum; database data entry.
• Consistent professional and articulate telephone manner. Ability to deal with people diplomatically and tactfully.
• Work independently and as part of a team. Take initiative in organizing and alleviating workload of supervisors.
• Excellent analytical and problem-solving skills and ability to follow through.
• Initiative regarding follow-up procedures on pending matters.
• Excellent verbal and written communication skills. Ability to communicate to producers, attorneys, etc.
• Highly organized and detail oriented for multi-detailed workload. Ability to adapt to a fast paced work environment.
• Must be able to be diplomatic and discreet in sensitive and confidential matters.
• Motivation to excel in position.
• Ability to retrieve and relate information accurately and promptly.
• Ability to work well under pressure and prioritize tasks with multiple deadlines.
• Able to communicate effectively in English, both orally and in writing.
• Superlative interpersonal skills: high degree of patience and tact. Must be able to cultivate respectful, strategic and collaborative relationships with people from diverse backgrounds both internally and externally.
• Hold yourself and others accountable for a high level of performance and integrity.
• Have an understanding and awareness of worker rights impacting SAG-AFTRA members.
• Capable of taking direction from more than one supervisor.
• Must be able to work in a challenging environment where constructive feedback from others is encouraged.
• Must maintain regular and acceptable attendance at such level as is determined at SAG-AFTRA's sole discretion.
• Must be available and willing to work extended hours (and/or overtime for applicable non-exempt positions) per day or per week, including weekends and holidays, as SAG-AFTRA determines is necessary to meet its business needs.
• Must be available and willing to travel to such locations and with such frequency as SAG-AFTRA determines is necessary or desirable to meet its business need.

MINIMUM QUALIFICATIONS:

Education and/or Experience:
• High school diploma, administrative assistant and/or equivalent combination of education and experience required; College degree or applicable college courses a plus.
• Previous support experience is preferred.
• Previous customer service experience is preferred.
• Previous experience in entertainment industry a plus.

Certificates, licenses, and/or registrations:
• N/A

TESTING REQUIREMENTS:
• Basic Office Skills test: spelling, math, grammar and filing – passing score: 76%
• Microsoft Word test (basic, intermediate and advanced) – passing score: 76%
• Microsoft Excel test (basic, intermediate and advanced) – passing score: 76%
• Typing test 35 WPM
• Writing test

What You'll Get

We are a great place to work because we offer:
• Colleagues that are passionate about what we do and how they contribute to our mission
• Balance between work and home life responsibilities
• Affordable and comprehensive medical and dental plans
• Generous pension plan
• Employee discounts and perks

Jobcode: Reference SBJ-rnmq15-18-222-125-171-42 in your application.