Administrative Assistant

TL;DR

Administrative Assistant (Operations & Technology): Provide administrative support to a Vice President, including calendar/schedule management, expenses, travel, meetings, and complex event/meeting preparation with an accent on coordinating across multiple time zones and maintaining confidentiality. Focus on drafting correspondence, preparing presentations and materials, tracking follow-ups, and supporting site/team engagement activities.

Location: 100 Universal City Plaza, Universal City, CALIFORNIA

Salary: USD 60,000 - USD 80,000 (hourly)

Company

hirify.global is a global media and entertainment company creating and distributing film, television, streaming, and theme park experiences.

What you will do

• Proactively manage and coordinate daily calendars/schedules, meetings, conferences, and seminars for the team leader.
• Coordinate complex scheduling across multiple time zones using multiple calendars and anticipate conflicts.
• Prepare complex meetings and events (AV, room scheduling, telepresence), including agendas/materials, notes, and follow-up to completion.
• Manage expense policy tasks: approvals, reimbursements, travel and expense reports, and timely expense tracking.
• Handle general office administration (supplies, memberships/subscriptions, distribution lists, copying/faxing, deliveries).
• Draft/edit correspondence and support special projects/events and recognition organization; act as backup for other assistants.

Requirements

• High school diploma or GED equivalent.
• 2+ years of experience supporting a leader working across different time zones.
• Strong organizational and administrative skills with the ability to multi-task, prioritize, and follow through independently.
• Professional communication and presence; ability to interface with internal stakeholders.
• Ability to maintain department business with the utmost confidentiality.
• Bilingual requirement: English & Spanish or English & Japanese.

Culture & Benefits

• Company-sponsored benefits including medical, dental, and vision insurance, 401(k), paid leave, and tuition reimbursement.
• Work performed full-time from an hirify.global-designated worksite.
• Tuition reimbursement and a variety of discounts and perks.

Hiring process

• External candidates may be required to attend an in-person interview at an hirify.global location before a hiring decision.