Applied Minds

Temporary Administrative Assistant

US-CA-Burbank

Overview

Founded in 2000, Applied Minds draws on the talents of nearly 150 employees and a network of subject matter experts to innovate by melding art, design, science, and engineering. We help organizations ask the right questions and then provide unexpected, yet powerful solutions. With a passion for inventing the future for our clients, we bring together brilliant and creative people from numerous disciplines into multidisciplinary teams to work on projects such as autonomous systems, command centers, modeling and simulation systems, robotics, spacecraft, UAVs, user experiences, vehicles, and more.

 

Equipped with outstanding tools and technology, collaborative spaces, an art department, and advanced fabrication and prototyping facilities, we work in an informal, creative environment that blurs the lines between disciplines.

 

If you have exceptional talent and passion, join Applied Minds and help us create for the ages.

 

The Administrative Assistant provides general administrative support to company executives including but not limited to scheduling, expense reporting, and meeting planning.  Additionally, the administrative assistant will support general office activities including but not limited to front desk coverage and guest check in, kitchen and supply maintenance, and mail handling.

Responsibilities

  • Manage and coordinate calendar and phone lines
  • Coordinate and schedule meetings and everything required for a meeting, including meeting notices, attendee confirmations, conference rooms, technology, materials and presentations, meals, travel and communication
  • Coordinate and manage complex travel itineraries
  • Draft, edit and transmit internal and external correspondence
  • Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner
  • Prepare and manage multiple expense reports with accuracy and timeliness. Assist with credit card reconciliation as needed
  • Support/maintain tight coordination with the Executive Administrative Team and provide relief as needed
  • General receptionist duties
  • Support office operations activities including but not limited to ordering supplies, overseeing vendors, repairs and maintenance, and security
  • All other duties as assigned

Qualifications

The ideal candidate will thrive in a fast paced environment and be self directed while collaborating closely with a very diverse team.  Key qualifications include:

  • 3-5 years of Administrative and Office Management support experience
  • Courteous and professional with exceptional communication skills (verbal and written) and a strong team player
  • Manages highly confidential matters with exceptional judgment and discretion
  • Proven ability to multi-task
  • Excellent project and time management skills
  • Demonstrated ability to remain calm and flexible
  • Ability to identify and anticipate needs, proactive
  • Exceptional attention to detail and ability to grasp concepts quickly
  • Strong working knowledge of Microsoft Windows including the full office Suite, PC and Mac preferred
  • Technical savvy and interest
  • BA Degree preferred

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