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Administrative Assistant / Studio Coordinator

Company: Sonance
Location: San Clemente
Posted on: January 15, 2022

Job Description:

Description:
Job Purpose:This Administrative Assistant is responsible for supporting the Sales and Marketing Departments in handling a wide range of administrative and executive support related tasks. The person must be exceedingly well organized, flexible, and enjoy the administrative challenges of supporting a small office of diverse people, programs, and policies. This position will manage, organize, and use their independent judgement to create a seamless experience for those who use the Sonance Studio. This position will work with visitors, employees, and leadership members to create a positive experience when in the Sonance Studio. This position is for a highly effective team player who is is flexible and organized. Duties and Responsibilities:Manage and prioritize CSO Marketing calendars and projects Assist the CSO and Marketing teams when traveling, including but not limited to: Preparing detailed travel itineraries -- Scheduling flights -- Booking hotels -- Making reservations -- Handling changes -- Running sales reports -- Filing trip reports -- Organizing information Support the field-based sales organization by organizing weekly call report feedback into functional groups and developing an internal feedback mechanism Proofread all outgoing correspondence from the sales department Work with the appropriate team members to handle the administrative tasks within customer visits to the building. Schedule and organize conference calls and meetings Organize special events, when required, such as company outings, sales meetings, training events, celebrations, etc. Assist in the creation of Keynote presentations Manage the Studio Calendar and various room reservations through partnership with other team members and understanding each visit unique needsAbility to work independently and in collaboration with others depending on various situations Coordinate Studio Visits through strategic partnerships with the Domestic, International, Commercial and Retail teams and other visitors to the Sonance Studio Manage and organize hotel visits for visitors to the Sonance StudioManage and organize meals for visitors to the Sonance Studio Partner with Domestic, International, Commercial and Retail team members to coordinate the agenda for the time in the Sonance StudioPrepare visitors to the studio with welcome emails, coordination of transportation, and any other communication necessary for a wholistic and effective visit to the Sonance StudioCollaborate in a professional and friendly manner with other members of the Sonance team to effectively organize/utilize the Studio space Partner with and manage the cleaners for the building to communicate the needs Utilize independent judgement to organize the Sonance Studio and communicate effectively with dealers, employees, and other visitors to the Sonance StudioManage the supplies in the storage closet Manage and stock the coffee, snacks, dishes, etc. used in the Sonance StudioTake the lead in creating a positive environment and experience for employees and visitors to the Sonance Studio PM21.

Requirements:
Qualifications include:Bachelor's degreeExcellent teamwork and communication skills that inspire and atmosphere of cooperationHighly developed project management and organizational skills, always prepared and knowledgeable of what's coming up next and ready to go for last minute changesQuick thinking and the ability to go from task to task quicklyAble to accept of critical feedback and see it as an opportunity to make necessary changes Strong communicatorTeam player - able to work across the organization by partnering with other employees to reach an end goal together Able to think outside of the box on ambiguous tasks and use independent judgment and creativity Service oriented Administrative Assistant Duties and Responsibilities:Manage and prioritize CSO Marketing calendars and projects Assist the CSO and Marketing teams when traveling, including but not limited to: -- Preparing detailed travel itineraries -- Scheduling flights -- Booking hotels -- Making reservations -- Handling changes -- Running sales reports -- Filing trip reports -- Organizing information Support the field-based sales organization by organizing weekly call report feedback into functional groups and developing an internal feedback mechanism. Proofread all outgoing correspondence from the sales department. Work with the appropriate team members to handle the administrative tasks involved within customer visits to the building. Schedule and organize conference calls and meetings. Organize special events, when required, such as company outings, sales meetings, training events, celebrations, etc. Assist in the creation of Keynote presentations Manage the Studio Calendar and various room reservations through partnership with other team members and understanding each visit unique needsAbility to work independently and in collaboration with others depending on various situations Coordinate Studio Visits through strategic partnerships with the Domestic, International, Commercial and Retail teams and other visitors to the Sonance Studio Manage and organize hotel visits for visitors to the Sonance StudioManage and organize meals for visitors to the Sonance Studio Partner with Domestic, International, Commercial and Retail team members to coordinate the agenda for the time in the Sonance StudioPrepare visitors to the studio with welcome emails, coordination of transportation, and any other communication necessary for a wholistic and effective visit to the Sonance StudioCollaborate in a professional and friendly manner with other members of the Sonance team to effectively organize the use of Studio space Partner with and manage the cleaners for the building to communicate the needs Utilize independent judgement to organize the Sonance Studio and communicate effectively with dealers, employees, and other visitors to the Sonance StudioManage and maintain organization of the supplies in the storage closet Manage and stock the coffee, snacks, dishes, etc. used in the Sonance StudioTake the lead in creating a positive environment and experience for employees and visitors to the Sonance Studio who is able to work with different personalities and needs Working Conditions:Due to the nature of this position, there may be circumstances that the employee will work in the evening during times when there are visitors in the Sonance Studio. This position will be the face of the Sonance Studio and will work with a diverse set of clients ranging from all aspects of the business. This position will work in a space that has music playing and sometimes need to be outdoors. Physical Requirements:This position does require standing for extended periods of time and the need to lift heavy objects on an occasional basis.PI160685468

Keywords: Sonance, San Clemente , Administrative Assistant / Studio Coordinator, Administration, Clerical , San Clemente, California

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