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Office Administrator

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Cosm

3mo ago

  • Job
    Full-time
    Mid Level
  • People, HR & Administration
    Facilities Management
  • Los Angeles

AI generated summary

  • You need a high school diploma, 3+ years as an admin, proficiency in MS Office, calendar management, travel arrangements, strong communication, organization skills, and a professional demeanor.
  • You will welcome guests, manage executive calendars, coordinate travel, assist with procurement, organize office supplies, oversee facilities work orders, and support culture events.

Requirements

  • High school diploma or equivalent; additional certifications or education in business administration or related fields is a plus
  • 3+ years of proven experience as a receptionist or administrative assistant, preferably in a corporate environment
  • Proficient in using office software, including Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Expense Reporting software, etc.)
  • Ability to manage multiple senior-level executive’s calendars
  • Experience making complex travel arrangements and reconciling expense reports utilizing a software system
  • Detail-oriented with exceptional problem-solving skills
  • Excellent verbal and written communication skills
  • Strong organizational and time management abilities
  • Ability to work independently and prioritize tasks effectively
  • Ability to work in the Playa Vista, CA office five days per week with reliable transportation and the ability to work overtime, as needed, when there are key deliverables and/or scheduled events
  • Professional demeanor, with the ability to maintain composure under pressure
  • Experience in the entertainment or media industry is a plus

Responsibilities

  • Greet and welcome visitors and employees, ensuring they have a positive experience from the moment they enter the office, including:
  • Register guests, verify identification, issue visitor badges, and connect guests to the Cosm team member(s) they are meeting
  • Maintain accurate tracking and documentation for guest check-in and check-out, and visitor logs
  • Answer the main office door to sign and direct all deliveries
  • Alert all Cosm team members of delivery arrivals and where they can pick up their items
  • Maintain cleanliness and organization of the reception area and shared spaces throughout the office
  • Collaborate cross-functionally with HR in the onboarding of new hires, ensuring they are set up with parking and building access, and seating allocations as applicable.
  • Provide essential administrative support to two C-suite level executives including:
  • Manage and maintain executive calendars, schedule meetings, and coordinate appointments
  • Arrange domestic and international travel arrangements, including flights, accommodations, and transportation
  • Prepare expense reports and reconcile them with receipts, ensuring accuracy and adherence to company policies
  • Assist with other administrative tasks that are adjacent and supportive of the above
  • Handle sensitive and confidential information with utmost professionalism and discretion
  • As a representative of Cosm, as the first person people meet at our Corporate Office, and a primary communicator for C-Suite executives, it’s important to embody the Cosm values across all tasks and interactions
  • Collaborate with the Operations Team on the planning and execution of company culture events, including lunches, happy hours, holiday parties, and other team-building initiatives.
  • Assist with procurement operations, fielding incoming requests for purchases from internal team members, handling the approval of requests, and seeing through the request from inquiry to reception.
  • Monitor and complete regular purchasing, restocking, and organization of office supplies and break room snack inventory, including tracking past spends and projected spends on supplies, and thinking holistically around cost savings measures.
  • Handle shipments and maintain accounts for all Los Angeles-based shipping needs
  • Draft and distribute facilities and location-based updates and reminders through determined appropriate channels
  • Oversee facilities work orders and personnel and expeditiously manage the relationship with property management, building engineers, security guards, vendors, and more
  • Support the Operations Project Manager in the Corporate Communications, including drafting of the monthly company newsletter, and the collection of employee information to highlight in the bi-weekly companywide All Hands meeting.
  • Perform regular audit and updating of administrative employee resources as needed.
  • This role will include a fair amount of lifting and transferring moderately heavy packages through the office from time to time.

FAQs

What is the primary responsibility of the Office Administrator?

The primary responsibility of the Office Administrator is to oversee front-desk and facilities operations at the Corporate Headquarters in Playa Vista, CA, while providing enthusiastic support to C-suite level executives and ensuring a positive experience for visitors.

What qualifications are required for this position?

A high school diploma or equivalent is required, along with 3+ years of proven experience as a receptionist or administrative assistant in a corporate environment. Additional certifications or education in business administration or related fields are a plus.

Is experience in the entertainment or media industry preferred?

Yes, experience in the entertainment or media industry is preferred but not mandatory.

What skills are essential for the Office Administrator role?

Essential skills include proficiency in office software (Microsoft Office Suite), exceptional organizational and time management abilities, excellent verbal and written communication skills, and the capability to manage multiple senior-level executives’ calendars.

What is the hourly pay range for this position?

The hourly rate for this position in California is $33.00 to $36.00 per hour, depending on internal equity and the candidate's geographic region, job-related knowledge, skills, and relevant experience.

Will the Office Administrator need to handle sensitive information?

Yes, the Office Administrator will need to handle sensitive and confidential information with utmost professionalism and discretion.

Are there physical tasks included in this role?

Yes, the role will include a fair amount of lifting and transferring moderately heavy packages through the office from time to time.

What type of environment is the Office Administrator expected to work in?

The Office Administrator is expected to work in a corporate office environment at the Playa Vista, CA location five days per week.

Will the Office Administrator have to assist with company culture events?

Yes, the Office Administrator will collaborate with the Operations Team on the planning and execution of company culture events, such as lunches, happy hours, holiday parties, and other team-building initiatives.

Is this position eligible for overtime?

Yes, the Office Administrator may need to work overtime when there are key deliverables and/or scheduled events.

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Cosm

Entertainment & Media
Industry
51-200
Employees
2020
Founded Year

Mission & Purpose

Cosm is a global technology company that builds end-to-end solutions for immersive experiences. We provide a full stack experience solution including the physical design, engineering, and manufacturing; as well as the software, display engine, and content needs to deliver immersive experiences at scale. Our technology enables people to experience entertainment in a new way across three primary markets: Sports and Entertainment, Science and Education, and Parks and Attractions.