Administrative Assistant Job at Contract Services Administration Trust Fund
Contract Services Administration Trust Fund Burbank, CA 91504
$27 - $28 an hour
Job Title: Administrative Assistant
Department: Training
Reports To: Director, Training
FLSA: Non-Exempt
Rate: $27-$28/per hour
Status: Full-Time
ABOUT CONTRACT SERVICES:
In the mid-1960s, the major film studios, in negotiations with Hollywood’s unions, founded the non-profit Contract Services Administration Trust Fund (CSATF) and later added Contract Services Administration Trust Training Fund (CSATTF), now collectively referred to as Contract Services (CS). Their charge is to administer apprenticeship, training, and safety programs, maintain seniority rosters, and implement other industry-wide services, studies and/or education. They exist to carry out certain requirements of the collective bargaining agreements between the film and television industry’s West Coast Studio Local Unions and the Alliance of Motion Picture and Television Producers (AMPTP), which govern the employment conditions of a freelance union workforce of approximately 50,000 people in the greater Los Angeles area.
CS serves as a conduit to carry out a long list of regulatory and legal obligations that must be implemented on behalf of the studios. Consolidating these functions under the CS roof creates opportunity for identifying collective solutions, as well as enormous time and cost savings for all stakeholders. Without CS, each employer would need to perform its own basic safety training, manage its own Substance Testing Programs for drivers of regulated motor vehicles and maintain individual studio rosters, all of which would be operationally impractical in the context of a freelance workforce. Because CS performs these functions on behalf of the studios, it saves them an enormous amount of money, time, and administrative burden — all of which would gridlock production schedules. CS also alleviates the burden on individual employees, who would otherwise have to participate in many duplicative administrative processes and training programs for each studio employer.
The CS mission is to provide friendly, accurate and dependable service and training for the entertainment industry (producers, studios, unions, and guilds) and the behind-the-scenes workers as required by union contracts, the law and individual need - supporting the industry through maintaining various rosters, processing roster applicants, offering quality safety, harassment prevention and skills training, facilitating the creation and maintenance of industry safety bulletins, validating documents, securely maintaining records and much more.
Training that keeps workers safe on set is critical to this important mission. CS’s Safety Pass
training program is second-to-none in terms of breadth, relevance, and quality. This helps the studios maintain their strong safety record — and they believe it has helped save lives.
Though they act as one, structurally, CS is composed of two separate tax-exempt trust funds — CSATF and CSATTF — which are governed by two boards of trustees, the members of which are appointed by the AMPTP. CSATF is a tax-exempt business league under Internal Revenue Code Section 501(c)(6). CSATTF is a tax-exempt labor organization under Internal Revenue Code Section 501(c)(5) and an apprenticeship plan subject to the Employee Retirement Income Security Act (ERISA).
Additional Information about CS can be found here:
Website: https://www.csatf.org
JOB SUMMARY:
Contract Services is seeking a highly skilled Administrative Assistant to join our Training team. As an Administrative Assistant under the guidance of the Director of the training programs, you will be responsible for providing administrative and business support to ensure the successful development and ongoing administration of the Training Department.
The ideal candidate is organized, self-motivated, intuitive, and proactive, with the ability to multitask in a fast-paced environment with constantly shifting priorities. This is a demanding role that requires good judgment, excellent communication skills, and an impeccable attention to detail.
KEY DUTIES AND RESPONSIBILITIES:
- Provide a wide variety of support functions to the Training Department, including complex calendar management, prioritization of meetings/calls as needed, and ensuring all logistics are taken care of and communicated appropriately.
- Foster strong cross-departmental communications and collaboration with staff, other administrative assistants, and senior management to gather and communicate relevant information.
- Prioritize, multitask, and handle a continuously evolving environment.
- Support other management within the department as well as other company executives as needed.
- Retrieve records, notes, documents, and reference materials as requested.
- File and maintain paper and electronic records.
- Ensure the Director’s daily schedule is followed and adhered to as much as possible by alerting the Director of next-in-line meetings, schedules, and logistics.
- Electronically prep monthly, weekly, and daily files as needed for the Director’s meetings.
- Debrief with the Director daily to download tasks and next steps for follow-up, follow through, and/or execution.
- Prepare and edit correspondence including paper communications, presentations, emails, and responses, and process all incoming and outgoing mail.
- Arrange travel and accommodations (domestic and international), itineraries, agendas, and compile documents for travel-related meetings as needed.
- Exercise discretion, maintain strict confidentiality, and professional integrity at all times.
- Field telephone calls and manage a multiline phone system.
- Responsible for managing or coordinating special projects, diverse assignments, and various tasks as assigned.
THE IDEAL CANDIDATE HAS:
Strong time and organizational skills, the ability to multitask, and keen attention to detail.- Strong problem solving, analytical, critical thinking, interpersonal, and verbal and written communication skills.
- Technical savvy skills and flexibility.
- The ability to work in a fast-paced environment.
- Good judgment and a forward-thinking mindset are required to plan, prioritize, and organize diversified workload.
- A background in managing and coordinating projects
- The ability to maintain established processes to ensure consistency and efficiency.
- Understanding of the “chain-of-command” procedures and policies.
- Leadership qualities and the desire work collaboratively with others on projects
EDUCATION/EXPERIENCE/MINIMUM REQUIREMENTS:
Education:
- High school diploma or equivalent required.
- Bachelor’s degree in business, or related field, preferred.
Experience:
- Minimum one year supporting Director level or above.
- Minimum four years of administrative experience.
- Minimum four years of general office experience.
- Proficiency with Outlook, Word, Excel, PowerPoint, and internet software.
OR
Any combination of academic education, professional training or work experience which demonstrates the ability to perform the duties of the position
PHYSICAL REQUIREMENTS/WORK ENVIRONMENTS:
During the COVID-19 outbreak, this position will work primarily from home but may be required to work onsite in Burbank on occasion.
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