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Operations Assistant 


Job Summary:

The primary duties of the Operations Assistant are to ensure an efficient work environment, provide administrative and project support to the COO, the Director of Administration, and the Director of Building Operations, and overall office and meeting support to the Academy Museum staff.

Duties and Responsibilities:

  • Office Support
  • Coordinate set up and clean-up of meetings, special Academy events, receptions, and programs.
  • Lead master calendar for meeting requests.
  • Service and up-keep of breakroom, storage rooms, mailroom, and other common administrative spaces.
  • Lead with office supply orders and maintaining printer supplies.
  • Pickup and distribute mail and packages.
  • Lead shipping and receiving processes.
  • Ordering parking validation and oversee staff parking permit allocation.
  • Laisse with the office of the building and appropriate repair personnel.
  • Serve as Floor Warden and lead evacuation during evacuations and drills.
  • Operations and Administrative Support
  • Provide administrative support including creation and editing/proofing a variety of documents and spreadsheets, and research tasks as needed.
  • Build and maintain project tracking systems to monitor and document progress against objectives, timeline, and budget.
  • Communicate with vendors and custodial team regarding any maintenance issues needing to be addressed.
  • Organize and file appropriate documentation to ensure compliance with regulatory filings with appropriate government agencies.
  • Research vendors to figure out best available resources and provide ongoing feedback to supervisor.
  • Coordinate request of quotes for performance or specified work or products.
  • Build and maintain a directory of vendors, including bid and work history.
  • Coordinate vendors’ work with internal resources.
  • Assist with drafting and editing Emergency Preparedness prevention and response plans.
  • Assist with developing the supply and repair budgets.
  • Maintain and organize records and files.
Position Requirements
  • Experience working in operations and taking care of related vendors.
  • Strong working knowledge of MS Office applications.
  • Highly professional verbal and written communications skills with a customer service focus and a “can do” attitude.
  • Ability to work quickly and efficiently under high-pressure situations.
  • Must be highly organized with a keen eye for detail and accuracy.
  • Ability to lift up to 20 lbs.
  • A valid driver’s license in good standing.
  • Availability to work some weekends, overtime, and late hours on short notice.
Full-Time/Part-Time Full-Time  
Position Operations Assistant  
Exempt/Non-Exempt Non-Exempt  
Open Date 11/8/2018  
Location Los Angeles  
About the Organization The Academy of Motion Picture Arts and Sciences is a global community of more than 8,000 of the most accomplished artists, filmmakers and executives working in film. In addition to celebrating and recognizing excellence in filmmaking through the Oscars, the Academy supports a wide range of initiatives to promote the art and science of the movies, including public programming, educational outreach and the upcoming Academy Museum of Motion Pictures, which is under construction in Los Angeles.

We will consider for employment all qualified Applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws , including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.  
EOE Statement The Academy is committed to equal opportunity in employment and to creating, managing and valuing diversity in its workforce. Maintaining a diverse workforce is vital to the Academy. Accordingly, the Academy enforces a strict policy that prohibits discrimination in hiring, training, compensation, promotion, transfer, or termination, whether on the basis of race, color, national origin, religion, sex, disability, age, veteran status, sexual orientation or genetic information. This includes a workplace that is free of all forms of harassment. And, to help foster diversity, the Academy utilizes programs that ensure fairness of opportunity, pay, and growth to all applicants and employees. Every employee of the Academy is required to follow this policy and to preserve the Academy's commitment to diversity.


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