Administrative Assistant

AMERICAN FILM INSTITUTE
JOB DESCRIPTION

POSITION: Administrative Assistant
DEPARTMENT: Administration & Operations, AFI Silver Theatre and Cultural Center
LOCATION: Silver Spring, MD

The American Film Institute is a nonprofit organization with a mandate to champion the moving image as an art form. Established in 1967, AFI launched the first comprehensive history of American film and sparked the movement for film preservation in the United States. In 1969, AFI opened the doors of the AFI Conservatory, a graduate-level program to train narrative filmmakers.

PRINCIPAL RESPONSIBILITIES:
The Administrative Assistant is responsible for providing support to the Office of the Director and to other AFI Silver department heads, as well as serving as the receptionist for the AFI Silver Theatre and Cultural
Center.

PRINCIPAL DUTIES:

• Receive, handle and direct all incoming calls, in a timely, effective and efficient manner.
• Greet visitors and guests, and handle the announcement and/or escort to the appropriate staff.
• Receive and respond to questions from the general public and members on the phone, in person and via email.
• Assist the Director with the tracking and management of all activities, including projects, programs and Institute initiatives.
• Maintain the Director’s schedule to ensure meetings, events and travel are scheduled, and confirmed, including coordination with the AFI office in Los Angeles.
• Prepare, forward and reconcile the Director’s and other senior staff’s expense reports and reimbursements.
• Log, notify and distribute all incoming mail and packages, maintain outgoing package schedule, and coordinate occasional outgoing mailing projects. Familiarity with using FedEx, UPS and USPS, and their local Silver Spring offices, a must.
• Record minutes for weekly Production & Marketing meeting and bi-weekly staff meeting and disseminate to staff via email.
• Working with the Director, Adminstration & Operations, support the implementation of the internship and volunteer program.
• Assist in preparing and updating the weekly production meeting agenda.
• Creates and executes weekly email for Open Caption and Silver Babies email lists.
• Draft correspondence, memorandums and other written materials for approval to execute final versions.
• Maintain the Director’s files (physical and digital) at the highest level of detail and efficiency.
• Monitor the AFI Silver website to ensure general information is current and accurate and alert appropriate staff when changes and/or updates are needed.
• Update and maintain the office calendar.
• Assist with festival pass creation and list management.
• Maintain email accounts for Silver Info, Silver Cinema Club and Siler Tickets; answer questions as they arise and forward patron comments/complaints to appropriate staff.
• Order office supplies for Administrative office to maintain adequate supply levels.
• Provide administrative support to other AFI Silver department heads, as needed.
• Maintain supply of extra master keys and Datawatch security passkeys, and sign out loaners when needed.
• Receive, document and temporarily store Lost and Found items; update and maintain theatre Lost and Found inventory record.
• Manage the fulfillment of community donation requests and gift certificate purchases.
• Maintain a clean and professional reception area.
• Perform other duties and responsibilities as assigned, including assisting on occasional special events on weeknights and weekends.

EXPERIENCE/SKILLS REQUIRED:

• Bachelor’s degree required.
• Minimum three years’ experience as an administrative assistant.
• Exceptionally detail-oriented with the proven ability to handle numerous tasks with appropriate follow-up and reporting activities while not losing sight of the big picture.
• Strong time management, organizational and multi-tasking skills coupled with the ability to work independently while being an integral member of a fast-paced, high-functioning, results oriented team; ability to work calmly under pressure.
• Excellent oral and written communication skills with the ability to convey complex concepts and procedures in simplistic terms.
• Proven project management skills with the ability to take a project from conception through completion.
• Strong diplomacy skills and consistent professionalism are mandatory; this includes the ability to maintain complete confidentiality and discretion.
• Possess a positive and professional attitude with the ability to work as a member of a high- energy, results-oriented team; ability to work with all levels of the organization.
• High level of proficiency with Microsoft Office (Word, Excel, and PowerPoint); comfortable working in an IOS-based (Mac computer) environment.
• Personal integrity with the ability to inspire confidence and trust.
• Ability to negotiate challenging situations and personalities with a professional and positive attitude.

Job Type: Full-time

Pay: $18.00 - $20.00 per hour

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• Weekends as needed

Ability to Relocate:

• Silver Spring, MD 20910: Relocate before starting work (Required)

Work Location: In person

Salary : $18 - $20