We believe everyone has a story to tell and we’re passionate about helping people and brands amplify their stories across the globe. We are proud to be the number one provider of enterprise webcasting and investor relations content distribution, as well as a global leader in press release distribution. Our clients have used Notified to monitor over 2 billion social media conversations! Our products are built so storytellers can do their best work. But we’re not just a platform—personalized, caring service is how we operate. We add a personal touch to everything we do. We strive to deliver wisdom and insight by helping our clients reach global and targeted audiences, measure outcomes, and fulfill their commitments.
Notified is seeking an Administrative Assistant in El Segundo, primarily supporting our Marketing and Technology functions. Our expectation at this time is you would work from our office, located at 2321 Rosecrans Ave, on Tuesday, Wednesday and Thursday with flexibility to work from home on Monday and Friday.
Candidates with experience as an Administrative Assistant supporting Technology executives will be given strong consideration.
Basic Functions
- Provide a variety of confidential and complex administrative support functions for Notified’s Chief Marketing Officer and Chief Technology Officer, both of whom are located on the West Coast.
- Successfully complete critical or sensitive project tasks of deliverable assignments with a hands-on approach ensuring project risks are escalated
- Assist with the disposition of confidential documentation and information from internal departments and clients
- Assist with department budget (e.g., review of variance reports, tracking expenditures, paying invoices, etc.) which may include navigation, data entry, editing, and other administrative changes through a corporate finance and accounting software system
- Budgeting and expense tracking
- Scheduling meetings and appointments
- Processing invoices and reimbursements, and managing vendor onboarding and technology solution providers.
- Prepare, manage and execute confidential communications to support the assigned executives, which will span a variety of formats, including email, PPT, live meetings and written documentation.
- Assist with select marketing administrative support and project management, including assisting with events, Webinars and marketing programs.
- Assist with select technology administrative support and coordination, including tracking key action items, managing materials for engineering or product reviews, and weekly status meetings.
- Coordinate logistics for technical team offsites, internal demos, IT audits, or virtual town halls in partnership with the Technology leadership team.
General Administrative Support
- Provide administrative support for assigned executive management and other department staff, ensuring adherence to corporate and department policies and procedures and established deadlines
- Perform a variety of administrative functions (e.g. word processing, copying, phone coverage, file maintenance, sort and prioritize incoming and outgoing mail and faxes, creating reports, etc) which may require prioritizing work based on timelines
- As required, maintain supervisor's calendar including scheduling meetings and appointments
- Prepare meeting materials and make necessary meeting arrangements as well as itineraries for clients or department personnel
- May order supplies and ensure appropriate supply levels are maintained which includes receiving deliveries of supplies and verify against actual order, handling any discrepancies
- Coordinating travel arrangements with Corporate Travel which includes completing travel requisitions and verifying that travel has been appropriately approved
- Meet and greet customers and clients and ensure they are assisted in a timely and accurate manner
- As required, gather receipts and other records in order to prepare reports and processes for payments in a timely manner
- Maintain confidentiality of department information (e.g., budgets, salary information, etc) ensuring adherence to department policies and procedure
- Support the coordination of cross-functional meetings involving technology leadership, product managers, and engineering stakeholders.
- Track documentation and version history for technical reports, vendor contracts, and compliance artifacts.
Project Assistance
- Participate in the activities associated with a variety of departmental projects ensuring established timelines are met
- Prepare reports, material and documentation as requested
- May update project plan
- Create and maintain organized project files
- Provide project lead with status reports throughout assigned projects detailing project status and timeline
- Support project coordination and communication for engineering or IT initiatives such as sprint planning, product launches, and post-incident reviews.
- Assist in compiling technical performance metrics (e.g., system uptime, release velocity) and compiling summaries for executive reports.
Related Duties as Assigned
- The job description documents the general nature and level of work but is not intended to be a comprehensive list of all activities, duties, and responsibilities required of job incumbents
- Consequently, job incumbents may be asked to perform other duties as required
- Also note, that reasonable accommodations may be made to enable individuals with disabilities to perform the functions outlined above
- Please contact your local Employee Relations representative to request a review of any such accommodations
Minimum Qualifications
Applicant for this job will be expected to meet the following minimum qualifications.
Education
- High school diploma or GED required. Additional specialized secretarial coursework in office practices, management or business administration preferred.
Experience
- Minimum 2 years increasingly responsible administrative secretarial experience required
Other
- Intermediate knowledge of Word and Excel required
- Type a minimum of 45 words per minute accurately
Best In Class!
- “Best Press Release Distribution Company,” MarTech Breakthrough Awards
- “PR Innovation of the Year,” Gold Stevie® Winner, 2023 American Business Awards
- “Marketing/Public Relations Solution,” Gold Stevie® Winner, 2023 American Business Awards
Why work for Notified?
- Global collaboration with team members in 17 countries
- Opportunities to innovate and grow!
- Comprehensive health benefits and wellness programs
- Quarterly recognition awards
- Curated learning libraries offering over 8,000 free courses supporting your business and technical acumen
- Flexibility to work from home on Mondays and Fridays
- Diversity is celebrated and supported inclusive Employee Resource Groups
What’s next?
Qualified candidates will be contacted by a member of our in-house recruitment team to kick-start the recruitment process.
At Notified, we don't just accept difference - we celebrate it, support it, and build success upon it. We are proud to be an equal opportunities employer and no part of this advertisement is intended to discriminate on any grounds.
