Office Administrator

Summary:

We seek a highly organized Office Administrator who can wholeheartedly embrace our values while warmly welcoming individuals to our Corporate Headquarters in Playa Vista, CA. This pivotal role involves overseeing front-desk and facilities operations for our Los Angeles office, and supporting C-suite-level executives.

The successful candidate must possess a strong passion for delivering top-notch customer service to office space visitors and providing enthusiastic support to C-Suite leaders in the Shared Reality Entertainment industry. They should be highly attentive, detail-oriented, observant, and efficiently manage competing priorities in a timely manner.

In this role as a representative of Cosm, the candidate will be the initial point of contact at our Corporate Office and serve as the primary communicator for C-Suite executives. Therefore, it is crucial for them to consistently embody and exemplify the core values of Cosm in all their tasks and interactions.

Responsibilities

• Greet and welcome visitors and employees, ensuring they have a positive experience from the moment they enter the office, including:
• Register guests, verify identification, issue visitor badges, and connect guests to the Cosm team member(s) they are meeting
• Maintain accurate tracking and documentation for guest check-in and check-out, and visitor logs
• Answer the main office door to sign and direct all deliveries
• Alert all Cosm team members of delivery arrivals and where they can pick up their items
• Maintain cleanliness and organization of the reception area and shared spaces throughout the office
• Collaborate cross-functionally with HR in the onboarding of new hires, ensuring they are set up with parking and building access, and seating allocations as applicable.
• Provide essential administrative support to two C-suite level executives including:
• Manage and maintain executive calendars, schedule meetings, and coordinate appointments
• Arrange domestic and international travel arrangements, including flights, accommodations, and transportation
• Prepare expense reports and reconcile them with receipts, ensuring accuracy and adherence to company policies
• Assist with other administrative tasks that are adjacent and supportive of the above
• Handle sensitive and confidential information with utmost professionalism and discretion
• As a representative of Cosm, as the first person people meet at our Corporate Office, and a primary communicator for C-Suite executives, it’s important to embody the Cosm values across all tasks and interactions
• Additional responsibilities include but won’t be limited to:
• Collaborate with the Operations Team on the planning and execution of company culture events, including lunches, happy hours, holiday parties, and other team-building initiatives.
• Assist with procurement operations, fielding incoming requests for purchases from internal team members, handling the approval of requests, and seeing through the request from inquiry to reception.
• Monitor and complete regular purchasing, restocking, and organization of office supplies and break room snack inventory, including tracking past spends and projected spends on supplies, and thinking holistically around cost savings measures.
• Handle shipments and maintain accounts for all Los Angeles-based shipping needs
• Draft and distribute facilities and location-based updates and reminders through determined appropriate channels
• Oversee facilities work orders and personnel and expeditiously manage the relationship with property management, building engineers, security guards, vendors, and more
• Support the Operations Project Manager in the Corporate Communications, including drafting of the monthly company newsletter, and the collection of employee information to highlight in the bi-weekly companywide All Hands meeting.
• Perform regular audit and updating of administrative employee resources as needed.
• This role will include a fair amount of lifting and transferring moderately heavy packages through the office from time to time.

Experience:

• High school diploma or equivalent; additional certifications or education in business administration or related fields is a plus
• 3+ years of proven experience as a receptionist or administrative assistant, preferably in a corporate environment
• Proficient in using office software, including Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Expense Reporting software, etc.)
• Ability to manage multiple senior-level executive’s calendars
• Experience making complex travel arrangements and reconciling expense reports utilizing a software system
• Detail-oriented with exceptional problem-solving skills
• Excellent verbal and written communication skills
• Strong organizational and time management abilities
• Ability to work independently and prioritize tasks effectively
• Ability to work in the Playa Vista, CA office five days per week with reliable transportation and the ability to work overtime, as needed, when there are key deliverables and/or scheduled events
• Professional demeanor, with the ability to maintain composure under pressure
• Experience in the entertainment or media industry is a plus

The hourly rate for this position in California is $33.00 to $36.00 per hour. The pay offered will factor in internal equity and may also vary depending on the candidate's geographic region, job-related knowledge, skills, and relevant experience, among other factors.