Sr. Administrative Assistant (Entertainment Contracts)

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.

What You’ll Do

The Senior Administrative Assistant supports the Executive Director, Entertainment  Contracts (TV/New Media) and handles all administrative aspects of the Entertainment  Contracts (TV/New Media) department, including but not limited to maintaining  department files, coordinating internal and external meetings, and assisting with special  projects when needed. This position interacts with senior and executive leadership and  may be included on confidential communication and/or privileged documents. 

(Most significant job duties performed. It does not explain in detail every single duty performed.)

• ∙Supports senior staff during and in preparation for contract negotiations and multi-employer collective bargaining. 
•  Receive, triage, and distribute phone calls and mail. 
• Maintain department files. 
• Compile data and prepare reports. 
• Prepare, distribute, track, maintain and archive correspondence. 
• Order and maintain supplies for the department, as well as coordinate  repairs/replacement of equipment when requested. 
• Schedule meetings and arrange video/teleconference calls. 
• Coordinates with senior and executive leadership team offices for meetings. 
• Assist in formulating meeting agendas. 
• Draft and distribute meeting notices. 
• Provide support in planning and implementation for activities and events. 
• Prepare expense reports.

• Assist in tracking budgets. 
• Maintain department calendars. 
• Maintain and assist in managing workflow and priorities. 
• Coordinate travel arrangements. 
• Assist with basic research and reporting on various issues. 
• Maintain a general knowledge of procedures used in the department. 
• Perform other duties in accordance with job responsibilities.

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.)

• Knowledge of new media technology and the ability and desire to stay abreast of  consumer electronic and media. 
• Excellent analytical and problem-solving skills and ability to follow through.
• Must be a motivated self-starter.  
• Highly proficient in all aspects of the position. 
• Consistent professional and articulate telephone manner. 
• Able to work with local and national member committees within SAG-AFTRA. 
• Work independently and as part of a team. 
• Must be discreet in sensitive and confidential matters. 
• Excellent interpersonal, written, and verbal communications skills, with proven  ability to effectively communicate in these forms. 
• Demonstrated proficiency in PC software applications such as MS Word, Excel,  Oracle; strong spelling and proofreading); database data entry. 
• Able to prioritize and coordinate multiple tasks under daily deadlines. ∙ Highly organized and detail-oriented for multi-detailed workload. 
• Ability to adapt to a fast-paced work environment and work under pressure.
• 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. 
• 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 per day or per week,  including weekends 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  needs. 
• Strong knowledge of People & Culture best practices and ability to ensure  compliance with all federal, state, and local laws and regulations pertaining to  compensation practices. 
• Expert interpersonal skills: high degree of patience and tact, and must be able to  cultivate relationships with people from diverse backgrounds, both internally and  externally. 
• Proficient in PC applications and Internet-based systems. 
• Strong communication skills in English, both oral and written; consultative skills  to gain the respect and trust from staff and leadership alike in building impactful  solutions. 
• Able to use sound judgment, discretion, and maintain confidentiality on  compensation matters. 
• Able to organize, prioritize and coordinate multiple assignments and projects;  able to thrive in a highly dynamic work environment; able to develop creative  solutions. 

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 required.
• Previous customer service experience is preferred.
• Experience working with social media sites a plus.

TESTING REQUIREMENTS:

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

PHYSICAL REQUIREMENT/WORK ENVIRONMENT:

Unless otherwise stated, the work environment is normal and absent of disagreeable elements. Regularly (67-100%) Seeing, hearing/listening, talking, sitting, typing

Frequently (34-66%) Walking, standing, writing 

Occasionally (12-33%) Bending

Rarely (0-11%) Driving, lifting

What You’ll Get

We are a great place to work because we offer:

• Payrate of $31.36 in accordance with the CBA.
• 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

Notice to Applicants:

• It is SAG-AFTRA’s policy is to provide equal employment opportunities to all applicants and employees without regard to race, color, religion, creed, gender, gender identity or expression, age, national origin or ancestry, citizenship, disability, sexual orientation, marital status, pregnancy, veteran status, membership in the uniformed services, genetic information, or any other basis protected by applicable law.

• SAG-AFTRA will consider for employment qualified applicants with criminal histories, or arrest or conviction records, in a manner consistent with relevant legal requirements, including the City of Los Angeles' Fair Chance Initiative For Hiring Ordinance, the Los Angeles County Fair Chance Ordinance for Employers, and the California Fair Chance Act, and statutes in all other states where applicable.

• To be eligible for employment with SAG-AFTRA, applicants must have current authorization to work for any employer within the U.S. We cannot offer sponsorship for an employment visa or assume responsibility for an existing one at this time
• Unless otherwise noted, employees are required to work in the state/location indicated on the job posting and relocation assistance is not covered.
• Some positions may be eligible for hybrid work which would require commuting to the office a minimum of two but as many as 5 days per week.  The Union reserves the right to change in-office requirements at any time.

• If you are a qualified individual with a disability or a disabled veteran and require support throughout the application and/or recruitment process as a result of your disability, you have the right to request a reasonable accommodation. You can submit your request to [email protected].