Administrative Assistant

Job Title: Administrative Assistant

Location: Fountain Valley, CA

Reports To: President & COO

Type: Full-Time

Classification: Non-Exempt

Moving iMage Technologies is a leader in the cinema exhibition industry, providing technology, equipment, and services that help theaters operate more efficiently and deliver exceptional audience experiences. We support independent cinemas, regional chains, and major exhibitors with a combination of proprietary products, third-party equipment, technical expertise, and customer-focused service.

As we continue to improve our internal systems, processes, and documentation, we are looking for a highly organized and technically capable Administrative Assistant who can help bring structure, consistency, and follow-through to our office operations.

Position Summary

We are seeking a proactive, detail-oriented Administrative Assistant to provide direct support to the President & COO to help organize and improve day-to-day office operations across multiple departments.

The ideal candidate is highly organized, comfortable working across departments, and able to help turn informal processes into clear written procedures. This person should be confident using Microsoft Outlook, Word, Excel, and other office tools, and should be comfortable learning and working with business systems such as SYSPRO, HubSpot, or similar ERP/CRM platforms.

We are looking for someone who embraces the practical use of AI tools to improve productivity, including formatting documents, cleaning up PDFs, organizing information, drafting procedures, improving templates, and supporting more efficient office workflows.

This position will be central to helping the company become more organized, more consistent, and less dependent on manual or informal processes.

Key Responsibilities

Administrative and Executive Support

• Provide direct administrative support to the President & COO.

• Manage calendars, schedule meetings, coordinate calls, and assist with follow-up items.

• Draft, proofread, format, and organize emails, letters, reports, forms, meeting notes, and other business documents.

• Assist with preparing presentations, internal communications, board materials, and confidential documents as needed.

• Coordinate travel arrangements, meeting logistics, visitor schedules, and related administrative details.

• Maintain discretion when handling confidential company, employee, customer, and financial information.

• Track open items, reminders, and follow-up tasks to help ensure projects and commitments do not fall through the cracks.

Office Organization and Coordination

• Help improve the organization and flow of the front office and administrative functions.

• Serve as a central point of coordination between departments, including sales, customer service, purchasing, operations, accounting, and leadership.

• Assist with organizing shared files, forms, templates, records, and internal documentation.

• Help establish more consistent naming conventions, filing practices, and document control procedures.

• Support the transition from paper-based or informal processes to more organized electronic workflows.

• Help maintain a professional, organized, and efficient office environment.

Process Documentation, Business Systems, and Technology Support

• Work with department leaders to document/create, format, and maintain SOP templates, converting informal knowledge, verbal instructions, rough notes, screenshots, PDFs, and handwritten information into clear, organized business documents.

• Help identify areas where procedures are unclear, outdated, inconsistent, or overly manual, and recommend practical ways to simplify and standardize them.

• Work with ERP and CRM systems such as SYSPRO & HubSpot or similar platforms to support accurate and consistent information flow.

• Support departments with system-related administrative tasks, including customer records, vendor records, part information, order documentation, activity tracking, reports, exports, spreadsheets, and summaries.

• Use AI tools responsibly to improve productivity, including document formatting, drafting, summarizing, organizing information, and improving written procedures.

• Maintain good digital organization practices for shared files, folders, naming conventions, templates, and documents.

• Help bridge communication between system users, department leaders, and management when process or data issues arise.

Qualifications

• Minium 3-years;

-proven experience as an Administrative Assistant, Executive Assistant, Office Coordinator, Office Administrator, or similar role.

-strong proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and general office technology.

-experience with ERP or business management systems required; SYSPRO or Sage experience strongly preferred.

• Proven experience using AI and technology tools to improve productivity and document quality.

• Experience with CRM systems such as HubSpot is a plus.

• Strong organizational skills and attention to detail.

• Excellent written and verbal communication skills.

• Comfortable documenting procedures and turning informal processes into clear written instructions.

• Ability to handle confidential information with professionalism and discretion.

• Self-motivated, practical, resourceful, and willing to take ownership of assignments.

Physical Requirements

• Ability to sit, stand, and work at a computer for extended periods.

• Ability to move around the office as needed.

• Ability to lift and carry office supplies, packages, or materials up to approximately 25 pounds.

Work Environment

This position is based in a professional office environment in Fountain Valley, CA. Regular attendance and punctuality are essential. The role requires frequent interaction with employees, management, customers, vendors, and visitors.

What We Offer

• Competitive salary
• Medical, dental, and 401(k) plan
• A central role with exposure to operations, sales, customer support, and leadership functions
• Opportunities to contribute directly to process improvements and operational efficiency

Equal Employment Opportunity Statement

Moving iMage Technologies is an equal opportunity employer and considers all qualified applicants without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other legally protected status.