Administrative Assistant IV

Mathys-Potestio, LLC
United States, California, Culver City
Apr 24, 2025
Administrative Assistant Culver City Job Summary: We are seeking a highly organized and proactive Administrative Assistant to support multiple design leads within our creative design organization. The ideal candidate will serve as a critical coordination hub, ensuring smooth team operations, efficient scheduling, and effective communication across design teams. Key Qualifications: Manage complex calendars for multiple design leads, coordinating meetings, team interactions, and internal design reviews with precision and attention to detail Develop and maintain comprehensive scheduling systems that optimize team productivity and minimize scheduling conflicts Act as a central point of communication, facilitating information flow between design leads, team members, and other departments Interest in learning and growing with the team and ability to proactively look for ways to help the team to function more smoothly across multiple locations is a plus Prioritize and track design team projects, ensuring critical deadlines are met and resources are allocated effectively Coordinate travel arrangements, expense reporting, and administrative documentation for design leadership Great reputation for working in a team environment and acting with integrity Excellent written and verbal communication with a strong sense of professionalism Handle confidential information with the highest level of discretion and professionalism Proficiency with Calendar, Mail, Keynote, Quip, Slack, and other office systems and tools are a plus Description: You will support and assist several design leads and and their team with administrative tasks. This includes heavy calendar management using Calendar to organize daily calendars showing flexibility and problem solving abilities; adjust and prioritize schedules due to changes from conflicting meetings that come up the last minute. You are savvy while regularly coordinating with other executives' schedules and assistants, cross-functional teams across PD&M. You will be expected to balance and prioritize a wide range of projects and tasks simultaneously while working in a fast-paced environment, with impeccable attention to detail, accuracy, and timeliness You work autonomously, take initiative, and complete tasks you are responsible for. You are creative, thoughtful, take problems and dissect it for solutions, better yet, you can foresee it coming and are three steps ahead. You may answer correspondence and redirect as needed to teams within PD&M. You may set up large team meetings, organizing catering when needed and organize team off- site meetings. You can expect to regularly arrange complex domestic and international travel and process expense reports as needed. Facilitate office moves as needed for the team and help with general studio needs as they arise. Education: A Bachelor's degree, AA or equivalent experience