Office Assistant

Illumination, Santa Monica/LA

Responsibilities:

Liaise with the rest of the Operations team and daily in-house vendors (security, day porter and night porter) to ensure smooth day-to-day operations.

Maintain a clean and organized office space, perform daily sweeps to check the functionality of items and identify areas that need attention; including but not limited to loading/unloading dishwashers, identifying broken appliances/fixtures and areas in need of cleaning.

Assist with implementation and communication of emergency evacuation procedures and other safety training programs, procedures and policies. Provide overtime (early morning, evening and weekend) support as needed.

Update and monitor workplace management system. Prioritize and execute on all assignments through completion. Respond to urgent maintenance issues in a timely manner.

Coordinate routine maintenance and service done by vendors throughout the facility and be their point of contact while onsite. Maintenance and service includes plumbing/appliance repairs, painting, general building/furniture repairs, light bulb replacement, landscaping, handyman, pest control, shredding services, deep cleaning, etc. 

Walk employees through day-to-day processes/use of various operational systems such as the valet app, visitor management system, appliances, HVAC/lighting controls, furniture, etc.

Maintain, field requests for and order all office supplies, consumables and groceries; including but not limited to organization and stocking of existing office supplies and assets.

Coordinate ordering food, beverages and any ancillary items for: catered lunches, company gatherings, departmental meetings with external guests and other special events. Work with day porter on set up and clean up.

Distribute mail and packages and work with receptionist to ensure mailroom is organized, shipping supplies are stocked and company shipping accounts are up to date. Assist Receptionist with arranging shipments and pickups as needed.

Work with Operations team to plan and execute company-wide programs, special events and projects as needed.

Manage company intranet site; including but not limited to building out the back end, creating posts and troubleshooting issues.

Provide backup support for Receptionist and cover front desk as needed.

Track employee birthdays, send out company-wide emails and coordinate card signing.

Maintain company subscription log; field requests and set up/delete accounts as needed.

Maintain company phone sheet and disseminate updated information in timely manner.

Perform minor office repairs and move furniture as needed.

Go on urgent runs as needed.

Other duties as needed.

Qualifications:

Minimum 1 year experience in an office environment. Prior customer service experience preferred.

Proficient in Microsoft Office Suite.

Ideal candidate is flexible, extremely organized and able to multi-task in a fast-paced environment.

Must be a resourceful self-starter who has a problem-solving mindset and is able to anticipate needs, then execute effectively.

Possess a keen eye for detail, organization and accuracy.

Ability to maintain and promote a positive attitude and work environment.

Personable, collaborative and able to interface with all levels of Illumination staff and external vendors.

Strong customer service, interpersonal, written and verbal skills.

Ability and willingness to work early mornings, evenings and weekends.

Interest in Office or Facilities Management is preferred.

** Employees whose positions will require them to perform any work on-site must be fully vaccinated against COVID-19 prior to start of employment. Requested accommodations will be evaluated on a case-by-case basis in accordance by law.

About Illumination

Illumination, founded by Academy Award® nominee Chris Meledandri in 2007, is one of the entertainment industry’s leading producers of event-animated films. The company’s releases include two of the top-ten animated films of all time, and its iconic, beloved franchises—infused with memorable and distinct characters, global appeal and cultural relevance—have grossed more than $6.25 billion worldwide.

Illumination, which has an exclusive financing and distribution partnership with Universal Pictures, is the creator of the hugely successful world of Despicable Me, which includes Minions, the third-highest-grossing animated film of all time and the most profitable film in Universal’s history, as well as the Academy Award®- nominated Despicable Me 2 and Despicable Me 3, which made more than $1 billion at the global box office.

Illumination launched two original properties that captivated audiences worldwide: The Secret Life of Pets, which achieved the best opening for an original movie, animated or otherwise, in U.S. history, and the global smash, Sing. And in 2018, Illumination’s Dr. Seuss’s The Grinch had the biggest opening weekend of any Christmas-themed movie in history. The studio released The Secret Life of Pets 2 in June 2019 and Sing 2 in December 2021. Illumination’s upcoming films include Minions: The Rise of Gru July 1, 2022, Migration and the new Super Mario Bros. animated film in 2023 and Despicable Me 4 in 2024.

Illumination'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. Illumination will consider for employment qualified applicants with criminal histories in a manner consistent with relevant legal requirements, including the City of Los Angeles Fair Chance Initiative For Hiring Ordinance, where applicable.