Administrative Assistant, Facilities Department (Hybrid, New York, NY)

Creative Artists Agency

Responsibilities

• Responsible for all administrative facilities tasks to include:
  
• Manage administrative duties which include, monthly P-Card management, preparing expense reports, and additional office related tasks
  
• Manage Facilities Lead calendar and phone
  
• Review office invoices, forward to Facilities Lead for approval and submittal to AP
  
• Update CAA employee list monthly into the building management portal
  
• Assist with office space planning & keeps space management system up to date (IWMS/CMMS - Space IQ)
  
• Schedule freight access for vendors in the building management portal and submit COI paperwork
  
• Assist with setup of special events, including but not limited to: CAA Halloween Party, Holiday events, Cheer Week, etc.
  
• Assist with all facility related requests
  
• Schedule vendors for maintenance issues
  
• Manages office supply requests for NE region offices (NY, Chicago and Toronto)
  
• Coordinate new hire locations with HR, MR and IT and ensure setup is completed, including name tags, ensuring space is cleaned and has Tech equipment (monitor, phone, and keyboard)
  
• Coordinate on-site office moves
  
• Work with Tech/MR on equipment moves
  
• Maintains supply closets, monitor and order inventory weekly, places all the orders for Facilities and Mailroom and expenses the costs
  
• Creates workstation name tags and install at workstation for all new hires and office moves
  
• Remove workstation name tags for all terminated employees and office moves
  
• Assist with communications with building management teams
  
• Reconcile monthly billing for Fedex, XPO and Iron Mountain
  
• Manage office inventory for items in storage – maintains and updates inventory list
  
• Maintains and organizes all office keys
  
• Coordinates office repair requests through building portal – confirms completion
  
• Assist with reception duties – coverage and training when needed
  
• Partner with Mailroom for all necessary supply orders
  

Requirements

• BA/BS from an accredited University or College preferred
  
• Minimum 1 year of prior relevant administrative facilities or operations, or assistant experience
  
• Ability to multi-task in a fast-paced environment
  
• Strong customer service, interpersonal and communication skills
  
• Physical ability; can lift 35-50 lbs.
  

Location

This role is hybrid, based out of the New York office.

Compensation: The base hourly rate for this position is $22.00. This position also is eligible for benefits and discretionary bonus. Ultimately, wages may vary based upon, but not limited to, relevant experience, time in role, business sector, and geographic location, among other criteria. Please talk with a CAA Recruiter to learn more.

Please provide complete and legible information. An incomplete application may affect your consideration for employment.

Creative Artists Agency, LLC (the “Company”) is committed to a policy of Equal Employment Opportunity and will not discriminate on the basis of race (inclusive of traits historically associated with race, including hair texture and protective hairstyles), color, religion, creed, gender or sex (including pregnancy, childbirth, breastfeeding or related medical conditions), national origin, ancestry, age, physical disability, mental disability, medical condition, genetic information, family and medical care leave status, military or veteran status, marital status, family status, sexual orientation, gender identity, gender expression, political affiliation, an employee’s or their dependent’s reproductive health decision making (e.g., the decision to use or access a particular drug, device or medical service), or any other characteristic protected by applicable law.

The Company also complies with the Americans with Disabilities Act and applicable state and local laws with regard to providing reasonable accommodation for qualified individuals with disabilities.

CAA does not accept unsolicited resumes from third-party recruiters unless they were contractually engaged by CAA to provide candidates for a specified opening. Any such employment agency, person or entity that submits an unsolicited resume does so with the acknowledgement and agreement that CAA will have the right to hire that applicant at its discretion without any fee owed to the submitting employment agency, person or entity.